Job Purpose

The Export Documentation Executive will be responsible for managing end-to-end pre-shipment and post-shipment export documentation, ensuring accuracy and compliance with customer requirements, Purchase Orders (PO), Proforma Invoices (PI), Letters of Credit (LC), customs regulations, and applicable international trade requirements.

The role involves close coordination with Marketing, Freight Forwarders, Customs House Agents (CHA), Shipping Lines, Finance, Taxation, Chambers of Commerce, government agencies, and customers to ensure timely documentation, customs processing, shipment handover, and closure of export transactions.

Key Responsibilities

Pre-Shipment Documentation

• Review LC drafts and verify documentation-related clauses and requirements.

• Prepare Commercial Invoices and Packing Lists in accordance with PO, PI, and LC requirements.

• Prepare approval documents and provide them to the concerned Marketing team/personnel.

• Submit packing lists to freight forwarders for shipment booking.

• Coordinate with Customs House Agents (CHA) for preparation and verification of checklists and Shipping Bills.

• Prepare and submit required shipment documents to CHA for handover to surveyors/shipping lines, including EP Copy, Exporter Copy, TR Copies, VGM, Online Submission Report, Booking Documents, and DGD, as applicable.

• Ensure accuracy and completeness of all documentation before shipment execution.

Post-Shipment Documentation

• Prepare and submit Shipping Instructions (SI) to freight forwarders within the required timelines.

• Coordinate with freight forwarders for Liner Draft BL and Final Bill of Lading (BL) as per customer, LC, PO, and PI requirements.

• Verify BL drafts carefully before finalization to minimize documentation discrepancies.

• Maintain and regularly update the Document Travel Tracker.

• Prepare final sets of export documents as per customer, PO, and LC requirements.

• Prepare and arrange Certificates of Origin (COO) through the Chamber of Commerce and other applicable documentation/forms.

• Coordinate with external/government agencies for preferential trade certificates such as AIFTA, IKCEPA, IJCEPA, GSP, and other applicable certificates.

• Submit post-shipment documents to the Finance Department within defined timelines.

• Arrange dispatch of original/final documents to customers through courier, wherever applicable.

• Submit required export proof/documents to the Taxation Department.

• Arrange necessary supporting documents for issuance of Insurance Certificates.

• Maintain complete electronic records of pre-shipment and post-shipment documentation for audit and future reference.

• Follow up on EGM (Export General Manifest) status, including Local and Gateway EGM, and coordinate for closure of pending cases.

• Ensure timely completion and proper filing of all export documentation.

Eligibility Criteria

Qualification: Graduate in Commerce, International Business, Logistics, Supply Chain, Export-Import Management, or a related discipline.

Experience: 2-5 years of relevant experience in Export Documentation / EXIM / International Logistics / Shipping Documentation.

Functional Experience: Candidates should preferably have hands-on experience in LC checking, Commercial Invoice, Packing List, Shipping Bill, BL documentation, COO, post-shipment documentation, and EGM follow-up.

Industry Exposure: Experience coordinating with CHA, freight forwarders, shipping lines, banks/finance teams, and government agencies will be preferred.

Technical Skills: Working knowledge of MS Excel, MS Office, ERP/SAP, and export documentation systems will be an added advantage.