Export Import Documentation Executive

Jr. EXIM Staff

2) Job Description: ExIm – Documentation

Role Title: Executive / Senior Executive – ExIm (Documentation)
Function: Logistics & Warehousing – ExIm
Location: Dholera (with occasional port/CHA coordination)
Reporting To: Lead – Logistics & Warehousing (SPOC – L&T) and functionally to Head – ExIm
Stakeholders: Procurement (MEP/CSA), Vendors, Freight Forwarders, CHAs, Finance & Accounts, Stores

Role Purpose

Own the documentation precision required for seamless export/import clearance—ensuring Right-First-Time BoE filing, duty optimization, and adherence to DGFT/Customs regulations for semiconductor tools, spares, chemicals, and construction materials.

Key Responsibilities

1. Pre-Documentation Setup
   • Create the Document Checklist per PO/Shipment (Commercial Invoice, Packing List, HS codes, COO, BL/AWB, Insurance, MSDS/COC, test certificates, catalogue/spec sheets, CE/UL).
   • Validate Incoterms, currency, and consignee/notify details; ensure consistency with PO/LC/contract.
2. HS Classification & Duty/Benefit Dossier
   • Coordinate HS code finalization with ExIm Planning, CHA, and internal SMEs; compile classification notes and justifications.
   • Prepare duty benefit dossiers (EPCG, Project Import, FTWZ, end-use bonds, SVB packs), maintain approvals and license registers.
3. Customs Filing Enablement
   • Prepare e-SANCHIT document sets; ensure digital signatures, document indexing, and quality scans.
   • Provide CHA with accurate data for BoE filing; control UQC, valuation elements (freight/insurance/royalty/assists), currency conversions.
4. Error-Proofing & Compliance
   • Perform 3-way check (PO ↔ CI/PL ↔ Packing/BL) and valuation sanity checks.
   • Flag SCOMET/dual-use risks; maintain export control declarations and end-use certificates as applicable.
5. Banking & Trade Instruments
   • Support LC scrutiny and document presentation; coordinate certificate of origin issuance; maintain INCO terms alignment for payment triggers.
   • Liaise with Finance on duty payments (ICEGATE), PDD receipts, and reconciliation.
6. Recordkeeping & Audit Readiness
   • Maintain shipment-wise document pack, licenses, and approvals for post-audit and future queries.
   • Close discrepancies (amendments, short-shipment, damage, insurance claims) with evidence trail.

Must-Have Skills & Knowledge

• Deep familiarity with Indian Customs documentation, BoE processes, e-SANCHIT/ICEGATE, DGFT licensing, Project Import registration, and EPCG procedures.
• Understanding of valuation rules, preferential COO, LC/UCP 600, INCOTERMS® 2020, dangerous goods/MSDS, and special cargo (OOG, temperature-controlled).
• Strong document control, attention to detail, and knowledge of SAP MM/GTS.

Qualifications & Experience

• Graduate in Commerce/Logistics/International Trade; certification in Export–Import preferred.
• 3–6 years in ExIm documentation for EPC/capital equipment/high-tech imports.

KPIs

• Right-First-Time documentation ≥ 98%
• Customs query rate and amendments per shipment
• BoE filing TAT and clearance lead time
• License/benefit realization accuracy (EPCG/Project Import)
• Audit findings closure within defined SLA