Mid and Senior Level: Documentation

We are seeking a detail-oriented and proactive Documentation & Commercial Executive to manage end-to-end operations related to international shipments, documentation, and commercial coordination. The ideal candidate will have hands-on experience handling cross-trade, import, export, and local shipments, along with strong knowledge of Incoterms and international trade documentation.

Key Responsibilities:

• Contracts & Shipment Coordination:

• Draft purchase contracts as per marketing teams input.
  
• Follow up with suppliers for shipment schedules.
  
• Finalize sales contracts and coordinate for timely customer deliveries.
  

• Documentation & ERP Entry:

• Prepare and finalize shipping instructions and Bills of Lading.
  
• Collect and verify commercial documents like invoices, packing lists, BLs, etc.
  
• Enter all purchase/sales/service invoices in ERP (Orion) and coordinate with finance for payment processing.
  

• Banking & LC Management:

• Finalize and review clauses of Import/Export Letters of Credit.
  
• Coordinate with suppliers/customers to ensure timely documentation under LC terms.
  
• Negotiate export documents and follow up for payments.
  

• Shipping & Logistics:

• Liaise with shipping lines/agents for BL switching, insurance coverage, and logistics documentation.
  
• Arrange Certificate of Origin, Invoice Attestations, and third-party inspection reports.
  
• Share original shipment documents with clients and ensure timely payments.
  

• Reporting & Coordination:

• Maintain sales register and shipment status reports.
  
• Track ETD/ETA to avoid detention/demurrage.
  
• Coordinate closely with internal teams – Marketing, Finance, Accounts, and Logistics.
  

• Audit & Compliance:

• Assist in internal, statutory, and annual audits with complete documentation support.
  
• Ensure compliance with international shipping standards and trade regulations.
  

Key Requirements:

• Graduate/Postgraduate in Commerce, International Business, or related fields.
  
• 4+ years of experience in international documentation and commercial operations.
  
• Knowledge of Incoterms, cross-trade, export/import procedures.
  
• Experience dealing with shipments across Africa, UAE, China, Malaysia, Sri Lanka, Egypt, and India preferred.
  
• Proficiency in ERP systems like Orion and MS Excel.
  
• Strong communication, coordination, and negotiation skills.