Export Documentation Executive

Role Overview

The Export Documentation Executive oversees the preparation, verification, and management of documents essential for exporting goods, ensuring adherence to customs laws, international trade standards, and company policies to facilitate efficient shipments.

Primary Responsibilities

• Generate all required export documentation, including commercial invoices, packing lists, shipping instructions, and shipping bills.
• Liaise with freight forwarders, customs clearing agents, shipping companies, transport providers, and financial institutions.
• Arrange and validate shipping documents such as Bills of Lading, Air Waybills, certificates of origin, and related paperwork.
• Coordinate with banks regarding export documentation, Letter of Credit procedures, and submission of export bills.
• Manage electronic Bank Realization Certificate processes, monitor shipping bill status, and oversee export realization in cooperation with finance teams.
• Work with regulatory bodies for obtaining certificates including inspection, quality assurance, and product-specific certifications.
• Track shipment progress to ensure timely dispatch and delivery.
• Maintain comprehensive export records and shipping files for audit and compliance purposes.
• Support customs clearance documentation and address any discrepancies promptly.
• Ensure compliance with regulations from DGFT, Customs, GST, FEMA, and other relevant export authorities.
• Collaborate with internal departments such as sales, production, accounts, and logistics for smooth operations.

Qualifications and Skills

• Bachelor’s degree in Commerce, Business Administration, International Business, or a related discipline.
• Strong knowledge of export-import protocols and international shipping documents.
• Experience with DGFT, ICEGATE, customs clearance, and export documentation systems.
• Competency in MS Excel, MS Word, and ERP software.
• Excellent communication, coordination, and organizational capabilities.
• Accuracy in managing export paperwork and compliance.
• Skilled in international logistics coordination and time management.
• Ability to multitask and follow up to resolve issues effectively.

Performance Metrics

• Accuracy and precision of export documentation.
• Prompt submission of shipping paperwork.
• Ensuring shipments are processed and dispatched on schedule.
• Adherence to export laws and regulations.
• Minimizing errors and avoiding shipment delays due to documentation.
• Completing export records and follow-ups on realization in a timely manner.

Work Environment

This is a full-time role involving frequent coordination with internal departments, overseas clients, freight forwarders, customs agents, banks, and other service providers engaged in export processes.