Import Export Documentation Executive

Role & responsibilities

1. Purchase Confirmation and Order Processing

• Receive confirmation for import purchases or export sale orders from any director.
• Create purchase orders as per the company's EXIM software/system and send them to the supplier.
• Follow the company's standard operating procedures (SOPs) throughout the process, and also follow the company's flowchart for the same.

2. Documentation Management

• Prepare and process all necessary shipping documents, including invoices, packing lists, bills of lading, certificates of origin, and customs declarations.
• Ensure documentation complies with import/export regulations and organizational policies.
• Maintain and update documentation records for audits and compliance purposes.

3. Cargo Clearance

• Ensure smooth cargo clearance by coordinating with customs authorities, clearing agents, and other stakeholders.
• Address any potential issues proactively to avoid delays or hindrances in the clearing process.

4. Regulatory Compliance

• Stay updated on international trade regulations, including customs tariffs, trade agreements, and shipping protocols.
• Ensure adherence to import/export laws and resolve any discrepancies or compliance issues.
• Collaborate with customs authorities and clearing agents for smooth clearance of shipments.

5. Coordination

• Liaise with freight forwarders, shipping companies, and other logistics providers to ensure timely and efficient movement of goods.
• Coordinate with internal departments such as procurement, sales, and finance for accurate documentation and shipment tracking.
• Communicate with clients and vendors to resolve queries related to documentation and shipments.

6. Data Management & Reporting

• Maintain accurate records of import/export transactions in ERP or related systems.
• Generate and analyze reports on shipment status, cost analysis, and compliance trends.
• Provide periodic updates to management on the status of import/export activities.

7. Issue Resolution

• Address and resolve documentation-related discrepancies or delays with minimal disruption to operations.
• Manage disputes or claims related to damaged or lost shipments by preparing supporting documents.

Preferred candidate profile

• Education: Bachelors degree in Business Administration, Logistics, or a related field.
• Experience: Minimum 2-4 years of experience in import/export documentation or logistics.
• Technical Skills: Proficiency in MS Office and ERP systems; familiarity with shipping software and international trade platforms.
• Knowledge: Strong understanding of customs regulations, Incoterms, and international trade laws.
• Soft Skills: Excellent communication, organizational, and problem-solving skills; attention to detail and ability to manage multiple tasks efficiently.