Operations Executive

Operation Executive

Key Responsibilities:

1. Submission of Shipping Bills:

• Prepare and submit shipping bills in accordance with customs and export regulatory requirements.

• Coordinate with CHA (Customs House Agents) and freight forwarders for timely filing and clearance.

• Maintain accurate records of all shipping documentation and ensure compliance with export procedures.

• Follow up with relevant authorities and agencies to ensure all documentation is processed without delays.

2. Preparation of Order Sheets:

• Generate detailed order sheets based on confirmed purchase orders from clients.

• Collaborate with the sales and production teams to ensure that all necessary order details are captured accurately.

• Maintain and update order logs to track the progress and fulfillment of each order.

• Ensure timely communication with internal teams and clients regarding order updates and revisions.

3. Creation of Pre-Production Sheets:

• Prepare pre-production documentation that outlines product specifications, raw material requirements, timelines, and quality standards.

• Coordinate with the production and quality control departments to ensure all pre-production activities are aligned with client expectations.

• Monitor pre-production progress and update stakeholders accordingly.

• Assist in identifying and resolving any potential bottlenecks or issues during the pre-production phase.

4. Invoicing and Preparation of Supporting Documents for Export Shipments:

• Generate accurate commercial invoices and other mandatory shipping documents such as packing lists, certificates of origin, and inspection certificates.

• Ensure all documents comply with international trade regulations and client-specific requirements.

• Collaborate with the finance department for timely billing and submission of necessary documentation for payment processing.

• Coordinate with logistics partners to ensure all documentation is in place for smooth shipment and delivery.

5. B2B Shipment Bookings and Coordination:

• Arrange and confirm bookings for B2B export shipments with freight forwarders, courier services, or shipping lines.

• Monitor and manage the movement of shipments to ensure timely dispatch and delivery.

• Maintain regular communication with logistics partners to track shipments and resolve any transit-related issues.

• Update internal systems with shipment details and provide necessary updates to clients regarding shipment status.

Required Skills & Qualifications:

• Bachelors degree in Business Administration, Supply Chain Management, Logistics, or related field.

• Proven experience in export operations, logistics, or supply chain management.

• Strong knowledge of shipping documentation, international trade compliance, and customs regulations.

• Proficient in MS Office Suite (Excel, Word, Outlook); experience with ERP systems is a plus.

• Excellent organizational and time management skills.

• Strong communication and interpersonal abilities.

• Ability to work under pressure and meet tight deadlines.

Work Environment:

• Office-based with occasional coordination at warehouses or logistics hubs.

• May require extended working hours during peak shipment periods.