Assistant Manager/ Manager - Import & Export

We are seeking an experienced Export & Import Documentation Assistant Manager/ Manager professional, to be based at our corporate office in Mumbai. The ideal candidate will be responsible for documentation management, regulatory compliance, communication and coordination, process improvement and risk management.

Job Title: Export & Import Documentation Assistant Manager/ Manager

Job Summary: As an Export & Import Documentation Assistant Manager, will play a critical role in facilitating smooth export and import operations by managing all related documentation processes. Working closely with various teams including sales, logistics, and customs, will ensure compliance with regulations, accuracy in documentation and timely submission of necessary paperwork to Bank/Customs/EPCs. Attention to detail, knowledge of trade regulations and organizational skills will be essential in maintaining efficient international trade processes.

Key Responsibilities-

1.       Documentation management-

•       Prepare, review and manage all export and import documentation including invoices, packing lists, bills of lading, certificates of origin, insurance policy and customs declarations.

•       Ensure accuracy and completeness of documentation in compliance with letter or credit, sales contracts, international trade regulations and company policies.

•       Coordinate with relevant departments to obtain necessary information and documentation for shipments.

2.       Regulatory Compliance-

•       Liaising with Bank for submission of original shipping documents, negotiation export documents, etc.

•       Liaising with Joint Director of Foreign Trade (DGFT) as and when needed for export benefits.

•       Stay updated on international trade regulations, tariffs, and customs procedures to ensure compliance.

•       Understand and apply regulations effectively to avoid delays or penalties in shipments.

•       Assist in obtaining necessary permits, licenses, and certifications for export and import activities.

•       Liaising with Bank on opening of LCs, receipts of original shipping documents, import payments, etc.

3.       Communication and Coordination-

•       Liaising with Customer for receiving intended export orders, shipping instruction for executed shipments, export payment follow-ups.

•       Coordinating with Factory about availability of material for stuffing considering specification of export orders / LCs.

•       Liaising with Third Party Inspection Agency (viz. SGS / Intertek) for empty container inspection at container yard and stuffing/loading inspection at our factory.

•       Communicate shipping instructions, documentation requirements, and shipment status updates to customers/suppliers.

•       Liaising with Factory on requirement of imported material considering lead time.

•       Negotiations with Supplier considering total volume, specification & delivery schedule.

•       Coordinating with Factory on import clearance and receipt of material as per specification. 

4. Process Improvement-

•       Identify areas for process improvement and implement efficiency measures to streamline documentation processes.

•       Develop and maintain standard operating procedures (SOPs) for documentation management.

5.       Risk Management-

•       Identify and ease potential risks related to documentation errors, regulatory non-compliance, or shipment delays.

•       Implement measures to ensure data security and confidentiality of sensitive information.

Qualifications and Skills-

•       Bachelors degree, Supply Chain Management, or related field.

•       Proven experience (6-11 years) in export and import documentation management.

•       In-depth knowledge of international trade regulations, INCO terms, and customs procedures.

•       Strong attention to detail and accuracy in documentation.

•       Excellent communication and interpersonal skills for effective collaboration with internal and external partners.

•       Proficiency in MS Office and documentation management software.

•       Analytical mind set with the ability to identify and solve problems efficiently.

•       Certification in export-import documentation (optional, but preferred).

Working Conditions-

•       Office environment with regular working hours.

•       Travel may be necessary (if applicable).