Import-Export Documentation Executive

Key Responsibilities

1. Export Documentation

• Prepare and verify all export documents, including commercial invoices, packing lists, shipping bills, certificates of origin, bill of lading (BL), export licenses, and inspection certificates.
• Coordinate with freight forwarders, shipping lines, customs house agents (CHA), and clearing agents for timely booking and dispatch of export consignments.
• Ensure documents comply with buyer requirements, destination country regulations, and Incoterms (FOB, CIF, EXW, etc.).
• Generate pre-shipment and post-shipment documentation as per Letter of Credit (L/C), Purchase Order (PO), or contract terms.
• Liaise with banks for submission of export documents under L/C or for advance payments.

2. Import Documentation

• Handle import-related paperwork including commercial invoices, bills of entry, bill of lading, insurance certificates, technical documents, and import licenses.
• Track incoming shipments and coordinate with logistics providers and customs brokers for clearance.
• Verify HS codes, import duties, and exemptions applicable to the goods.
• Follow up with suppliers for timely submission of shipment documents and ensure compliance with country-specific rules.
• Maintain accurate records of import documents for audit and reporting.

3. Regulatory and Compliance Management

• Stay updated with government regulations, DGFT policies, customs norms, and international trade laws.
• Ensure all documentation is aligned with statutory requirements (such as GST, ICEGATE, DGFT, EDI systems).
• Handle export incentive schemes such as MEIS/SEIS/ RoDTEP where applicable.
• Maintain Importer Exporter Code (IEC), RCMC, and registration certificates as per trade compliance.

4. Coordination and Communication

• Communicate with internal teams such as production, sales, finance, and warehousing for document inputs and shipment schedules.
• Follow up with shipping companies and freight forwarders for vessel schedules, transit times, and shipping instructions.
• Work closely with buyers and suppliers to resolve discrepancies in documentation or delays in document receipt.

5. Record Keeping and Reporting

• Maintain organized records of all import-export documentation, shipment records, and correspondence.
• Generate daily, weekly, or monthly reports on pending shipments, documentation status, or customs clearance.
• Provide accurate data for audits, inspections, and management reviews.