Export Import Executive

Job Summary:

The Import Export Administrator is responsible for managing all aspects of the import and export process within a company. The person will play a crucial role to ensure the smooth flow of goods by managing the logistics, documentation and compliance involved in international trade.

Job Responsibilities:

• Planning:
• Determine shipping needs based on the type of product being shipped and the location where it will be delivered.
• Reviewing import and export orders to ensure that they are complete and accurate before passing them along to the next step in the process.
• Vendor & Supplier Management: Coordinate and negotiate with international suppliers to ensure timely and cost-effective shipments and ensure all shipments comply with company standards and regulatory requirements.
• Shipment Tracking and Logistics Management: Track shipments and communicate with transporters, couriers, freight forwarders, shipping companies, and customs brokers (for custom clearance) to manage the supply chain process and resolve any delays or issues related to logistics & transportation and shipping discrepancies.
• Coordination:
• Collaborate with internal departments such as sales, purchasing and warehouse teams and external stakeholders to ensure accurate and timely despatches and delivery of goods to suppliers and customers.
• Coordinate with finance and accounting departments to ensure accurate and timely payment of import and export invoices including duties, taxes, and freight charges.
• Liaises with the Bank for opening Letters of Credit, Bank Delivery Order and collecting hard copy of import documents.
• Communicating with customers to arrange for shipping details such as pickup times, shipping method, delivery date, any other special requirements and update them on the status of their shipments.
• Inventory management: Monitor inventory levels and coordinate with internal teams in the factory to ensure an efficient supply chain, including optimizing lead times and managing stock levels to meet customer demands.
• Customs Clearance: Liaise with customs authorities to ensure smooth clearance of imported and exported goods, payment of custom duties, resolve any issues that arise, and address customs inquiries or audits.
• Regulatory Compliance: Monitor and ensure adherence to import and export regulations, including customs laws & duties, FEMA & RBI regulations, trade agreements, and licensing requirements.
• Documentation: Prepare import and export documentation (pre and post shipping documents) including commercial invoices, packing lists, certificate of origin, shipping bill and review bills of lading, bill of entry and other relevant documents required for customs declaration and banking transactions to ensure completeness, accuracy and compliance.
• Rate Finalization: Negotiate the rates with clearing agents, freight forwarders, custom brokers, carriers, and local transporters, dgft agencies to guarantee the best cost for customers inquires
• Insurance claims:
• Files Insurance claims and follows up for payments/credit note with the insurance company.
• Co-ordinates with factory and insurance companys representative for inspection and necessary survey in case shipments arrive in open/torn/wet/damaged condition and if they are damaged during transit.
• Maintain records: Keep comprehensive records of all import and export transactions and vendor communications including shipping documents, licenses, and compliance documentation for audit purposes and provide regular reports to senior management on the costs incurred, status of shipments and delivery schedules.
• Govt. websites: Managing the Government portals including IEC, RCMC, DGFT including updates, renewals and uploading necessary documentation on the sites.
• Problem Resolution & Issue Handling: Proactively manage and resolve any issues related to export-import delays, customs clearance, or discrepancies in shipments.
• Process Improvements:
• Monitor and evaluate the effectiveness of import and export activities to find areas for improvement and implement process enhancements.
• Identify opportunities to minimize import and export costs and optimize the EXIM workflows through efficient shipping methods, optimal routing, and consolidation of shipments to ensure smooth operations.
• Tariff classification: Accurately classify imported and exported goods according to customs tariff codes to determine duty rates and ensure compliance with trade regulations.
• Stay up-to-date: Stay informed about changes in international trade regulations, tariffs, and customs requirements to ensure compliance and adapt import/export processes accordingly.

Qualifications:

1. Bachelor's degree in any discipline. Post graduate degree or certificate in international trade, supply chain management, logistics, or a related field is desirable.
2. Proven experience (min 3 years) in sea import and export operations, logistics and custom clearance procedures.
3. Experience in working and liasoning with shipping lines, freight forwarders, customs brokers, banks and other third-party logistics providers.

Knowledge & Skills:

• Strong knowledge of sea import and export regulations, customs procedures, and international shipping practices.
• Familiarity with customs regulations and trade compliance requirements and strong understanding of supply chain and logistics principles.
• Familiarity with international trade documentation for import and export (pre- and post-shipment, including commercial invoices, packing lists, LC application, and certificates of origin and other documents related to bank and insurance company.
• Knowledge of Incoterms, shipping terms, international trade terms, tariff classification, and customs valuation methodologies
• Excellent organizational and time management skills to handle multiple shipments and prioritize tasks effectively.
• Attention to detail to ensure accuracy in document preparation and compliance with regulations.
• Strong communication, both written and verbal and interpersonal skills to collaborate with internal teams and external stakeholders.
• Analytical skills to assess import/export costs, identify cost-saving opportunities, and optimize supply chain operations.
• Problem-solving skills to address issues related to customs clearances, shipping delays, and trade compliance requirements.
• Negotiation skills to effectively negotiate with transporters, freight forwarders, clearing agents, custom brokers and other third parties in order to obtain more favourable rates and terms.
• Ability to work under pressure independently and meet deadlines in a fast-paced environment.
• Proficiency in using import/export software, customs clearance systems, trade compliance software and MS Office applications.

Working Conditions: Normal office- based environment

Compensation: Competitive salary based on experience and industry standard responsibilities. Women candidates will be preferred