Export Import Documentation Executive

Department: Exports Position: Export Documentation Executive Reporting To: Export Manager Location: Mumbai , Malad West Experience: 3+years in Export Documentation Industry Preference: Chemicals / Dyes / Pigments / Food Colours / Specialty Chemicals Job Purpose To independently handle end-to-end export documentation and shipment coordination, ensuring documents are accurate, shipments are executed on time, payments and banking requirements are complied with, and all export procedures are completed in accordance with customer, customs, DGFT and banking requirements. Key Responsibilities1. Export Documentation Prepare complete export documentation for sea, air and courier shipments. Prepare and verify: o Commercial Invoice o Packing List o Shipping Instructions o Bill of Lading / Airway Bill o Certificate of Origin o VGM Declaration o Shipping Bill related documentation o Insurance documents, where applicable o Customer-specific declarations and certificates Coordinate preparation of COA, MSDS/SDS, specification sheets and other product-related documents with the concerned departments. Ensure correct product description, HS Code, quantity, weight, Incoterms, payment terms, consignee details and shipping marks across all documents. Check draft BL/AWB carefully before approval and ensure final documents are received on time. 2. Shipment & Logistics Coordination Coordinate with freight forwarders, CHA/customs brokers, shipping lines and transporters for timely shipment. Obtain freight quotations and compare rates, routing, transit time and free days when required. Arrange vessel/flight bookings as per shipment schedule. Coordinate container placement, factory stuffing, transportation and customs clearance. Track shipments from dispatch until sailing/departure and update the concerned sales team. Follow up for final BL/AWB and other post-shipment documents. Monitor vessel schedules, transshipment details and expected arrival dates. Coordinate in case of shipment delays, rollovers, documentation amendments or other operational issues. 4. Post-Shipment Documentation Prepare complete sets of post-shipment documents as per customer/bank requirements. Send document copies to customers within agreed timelines. Arrange dispatch of original documents through courier where required. Maintain shipment-wise records of original documents and courier tracking. Coordinate with Accounts for payment realization and closure of export transactions. Maintain proper records for e-BRC and export realization requirements. 5. Customs, DGFT & Compliance Maintain export documentation in compliance with applicable Customs, DGFT, FEMA and GST requirements. Coordinate for Certificate of Origin and other country-specific certificates. Maintain records relating to LUT, shipping bills and export invoices. Coordinate documentation relating to RoDTEP / Duty Drawback / other applicable export benefits. Assist in DGFT-related documentation such as Advance Authorization/EPCG, where applicable. Ensure all export records are properly maintained for audit and statutory requirements. 6. Customer & Internal Coordination Coordinate with the Export Sales team for shipment instructions and customer requirements. Communicate with overseas customers regarding documentation requirements when necessary. Coordinate with Production, Warehouse, QC, Accounts and Logistics teams to ensure shipments are dispatched on schedule. Maintain a shipment tracker covering booking, container placement, customs clearance, sailing, documentation, payment terms and expected arrival. Immediately highlight any potential delay or documentation discrepancy to management. Candidate Profile Graduate in Commerce / International Business / Export-Import Management or equivalent. 3+ years of hands-on experience in export documentation. Knowledge of sea and air export procedures is essential. Good understanding of Incoterms, LC documentation, BL, AWB, Shipping Bills and Certificates of Origin. Familiarity with Customs, DGFT and banking procedures related to exports. Good working knowledge of MS Excel, Word and email communication. Good written and spoken English. Must be detail-oriented and capable of independently checking documents before submission. Key Skills Required Export Documentation International Shipping & Logistics LC Documentation Customs & CHA Coordination Shipping Line / Freight Forwarder Coordination DGFT Procedures Incoterms Banking Documentation MS Excel Shipment Tracking Attention to Detail Follow-up & Coordination Key Performance Indicators (KPIs) Performance will primarily be measured on: Accuracy of export documents Zero/minimum documentation discrepancies On-time shipment execution Timely submission of documents to customers and banks Timely receipt and checking of BL/AWB .