Import-Export Documentation Executive

Position Overview

The Import-Export Documentation Executive plays a pivotal role in managing international trade documentation and ensuring the seamless movement of goods across borders. This position involves preparing and verifying all documentation related to imports and exports, complying with international trade regulations, coordinating with shipping lines and freight forwarders, and ensuring timely clearance from customs and port authorities. The ideal candidate must possess strong attention to detail, thorough knowledge of documentation procedures, and an understanding of customs compliance. They act as the backbone of the logistics and international trade function, facilitating timely shipments and minimizing risk.

Key Responsibilities

1. Preparation and Verification of Export/Import Documents

• Prepare all pre-shipment and post-shipment documentation such as:
  • Invoice
  • Packing list
  • Shipping bill
  • Bill of lading
  • Certificate of origin
  • GSP (Generalized System of Preferences) certificate
  • Insurance certificates
• Cross-check documents for accuracy, consistency, and regulatory compliance.

2. Customs and Compliance Handling

• Coordinate with customs brokers and CHA (Customs House Agents) for customs clearance.
• Submit documents for customs assessments and follow up on clearance status.
• Ensure compliance with DGFT (Directorate General of Foreign Trade) and RBI (Reserve Bank of India) guidelines.
• Manage duty drawback documentation and applications if applicable.

3. Coordination with Freight Forwarders and Shipping Lines

• Liaise with shipping companies, NVOCCs (Non-Vessel Owning Common Carriers), and freight forwarders to schedule shipments and negotiate freight rates.
• Arrange container bookings or air cargo space as per shipment schedules.
• Track and monitor shipment status, ensuring timely delivery and documentation sharing.

4. Bank Documentation and Payments

• Prepare documents required for LC (Letter of Credit) negotiation, advance payments, and CAD (Cash Against Documents) transactions.
• Coordinate with banks for document submission under LC terms and ensure realization of export proceeds.
• Maintain communication with the finance team regarding foreign exchange rates, invoices, and payments.

5. Record Keeping and MIS Reporting

• Maintain detailed records of all import-export transactions, shipment files, and correspondence for audit and compliance purposes.
• Generate regular MIS reports on pending shipments, document submissions, payments, and clearance timelines.
• Support audit and government inspections with proper documentation and response.

6. Regulatory Compliance and Licensing

• Keep updated with changing import-export laws, HS codes, tariffs, and trade agreements.
• Apply for EPCG, MEIS, RoDTEP, and other government schemes where eligible.
• Manage EXIM licenses, RCMC registrations, and DGFT updates.

7. Internal Coordination

• Coordinate with purchase, production, warehouse, quality,