Import Documentation Executive

Job Description – Import Documentation Executive

(Chemical Industry Strongly Preferred)

Position: Import Documentation Executive

Department: Commercial / Supply Chain / Logistics

Location: Thane

Job Purpose

To independently handle import documentation and customs coordination for chemical raw materials and machinery, ensuring smooth, compliant, and timely import operations.

Key Responsibilities

1. Import Documentation & Compliance

• Prepare and verify all import-related documents:
• Commercial Invoice
• Packing List
• Bill of Lading / Airway Bill
• Certificate of Origin
• Insurance Copy
• Purchase Order
• MSDS, COA (mandatory for chemicals)
• Ensure compliance with customs regulations, INCOTERMS, DGFT rules, and hazardous chemical import norms.
• Maintain complete document records for audits and statutory requirements.

2. Coordination & Communication

• Regular coordination with overseas suppliers for documents, dispatch schedule, and shipment accuracy.
• Liaise with CHA (Custom House Agents) for customs clearance, classification, and duty structure.
• Interact with shipping lines, freight forwarders, and transporters for container movement.
• Coordinate with internal departments (Procurement, QC, Stores, Finance, Production) for smooth inbound logistics.

3. Shipment Tracking

• Monitor shipments from origin to destination and maintain live status reports.
• Ensure timely clearance to avoid port storage, detention, and demurrage charges.
• Follow up for unloading, documentation submission, and GRN entry.

4. Finance Coordination

• Prepare duty calculations (Customs Duty, IGST, CHA charges).
• Coordinate with Accounts team for timely payment of duty and clearance charges.
• Verify freight/CHA invoices before payment processing.

5. Reporting & Systems

• Update import data and shipment flow in ERP system.
• Prepare MIS reports:
• Shipment Tracking Sheet
• Import Costing Summary
• Monthly Import Register
• Duty Paid Statements
• Maintain proper filing and document control.

Skills & Competencies Required

• Strong knowledge of chemical import norms, including hazardous chemicals.
• Thorough understanding of Customs procedures, INCOTERMS, HS Codes, DGFT guidelines.
• Experience in CHA coordination and international logistics.
• Good communication, negotiation, and follow-up skills.
• High accuracy and attention to detail.
• Proficiency in MS Office & ERP systems.

Qualification & Experience

• Graduate/Postgraduate in Commerce, International Business, Supply Chain, or related field.
• 2–5 years of experience in import documentation is mandatory.
• Experience in the chemical industry is strongly preferred.
• Knowledge of handling hazardous chemicals will be an added advantage.

Key Attributes

• Well-organized and detail-oriented
• Ability to handle multiple imports simultaneously
• Strong follow-up and coordination skills
• Time-bound and disciplined

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

• Health insurance
• Provident Fund
• Work from home

Work Location: In person