Import-Export Documentation Executive

Job Summary

The Import-Export Documentation Executive is responsible for preparing, verifying, and managing all shipping and customs documentation related to international trade. This role ensures smooth coordination between suppliers, freight forwarders, customs agents, and internal departments to ensure timely and compliant movement of goods.

• Prepare and verify all import and export documentation (Invoices, Packing Lists, Certificates of Origin, Shipping Bills, Bill of Lading, etc.)
• Coordinate with freight forwarders, CHA (Customs House Agents), shipping lines, and transporters for timely shipment and clearance.
• Ensure compliance with DGFT, Customs, and EXIM policy regulations.
• Apply for and manage export incentives such as MEIS/RODTEP, duty drawback, and related claims.
• Maintain accurate records of all shipments, licenses, and correspondence.
• Track shipments and update internal stakeholders on expected arrivals or dispatches.
• Liaise with finance for payments related to freight, duties, and insurance.
• Verify import/export LC (Letter of Credit) documents and ensure timely submission to banks.
• Ensure proper documentation for foreign inward remittance and payment realization.
• Coordinate with QA/QC and stores for inspection, packing, and dispatch readiness.

• In-depth knowledge of import/export documentation and shipping procedures.
• Familiarity with customs portals (ICEGATE, DGFT, etc.) and export promotion schemes.
• Strong coordination and communication skills with logistics agencies and government departments.
• Attention to detail and high accuracy in document handling.
• Proficiency in MS Excel, Word, and email correspondence.

• Bachelors degree in Commerce / International Business / Logistics or related field.
• 14 years of experience in import/export documentation, preferably in manufacturing or trading companies.
• Experience with exports to Gulf / Africa / Southeast Asia preferred.

• Accuracy of documentation (error-free export/import files).
• Timeliness of shipment clearances and deliveries.
• Reduction in demurrage/detention charges.
• Timely realization of export proceeds and incentive claims.