Executive / Senior Executive - Export Import Planning and Coordination

EXIM Staff

1) Job Description: ExIm – Planning & Coordination

Role Title: Executive / Senior Executive – ExIm (Planning & Coordination)
Function: Logistics & Warehousing – ExIm
Location: Dholera (Project Site) with vendor/port visits as required
Reporting To: Lead – Logistics & Warehousing (SPOC – L&T) and functionally to Head – ExIm
Stakeholders: MEP/CSA Procurement, Warehousing & Stores, Finance & Accounts, Vendors, CHAs, Freight Forwarders

Role Purpose

Plan, schedule, and coordinate end-to-end international shipments (air/ocean/express) for tools, spares, bulk materials, and capital equipment to meet project milestones with zero surprises, minimum logistics cost, and full compliance to Indian customs, DGFT, and L&T standards.

Key Responsibilities

1. Shipping Plan & Milestone Control
   • Build and maintain the Master Shipment Plan linked to procurement PO milestones and site need dates.
   • Slot booking with carriers and forwarders; route & mode optimization (air vs. sea vs. charter) based on TCO and risk.
   • Align delivery plans with Site CMPC and construction workfronts; run weekly expediting/exception reviews.
2. Vendor & Forwarder Coordination
   • Issue shipping instructions and packing guidelines; verify readiness (dimensions, weight, HS hints, special handling).
   • Confirm Incoterms® 2020, insurance coverage, and handover points; ensure pre-alerts and visibility updates (Milestone–ETA–ATA).
3. Compliance-by-Design Planning
   • Early classification & compliance enablement: HS classification hypothesis, SCOMET/red flag screening, EPCG/Project Import eligibility, SVB needs.
   • Define documentation pack requirements with the Documentation team (CI/PL, COO, BL/AWB, COI, MSDS, CE/UL, etc.).
   • Plan special permits/exemptions (e.g., Project Import Registration, MOEF, WPC, BIS, DoT, Atomic Energy where applicable).
4. Port & Customs Interface
   • Reserve CFS/port slots, arrange special handling (OOG/heavy-lift, LCL consolidation, FTWZ if used).
   • Coordinate with CHA for filing windows, minimize dwell time, and secure priority inspection where feasible.
5. Risk & Cost Management
   • Maintain shipment risk register (delays, capacity, geopolitical, weather, export controls).
   • Pre-empt demurrage/detention through proactive holds clearance and truck planning; drive cost-to-serve visibility.
6. Systems, Analytics & Reporting
   • Maintain shipment tracker (SAP MM/GTS or equivalent + Power BI), OTIF dashboard, and exception logs.
   • Publish weekly status to Project Director/Lead Logistics; drive CAPA on misses.

Must-Have Skills & Knowledge

• Strong grasp of Incoterms® 2020, international freight, Project Logistics, and customs processes (India).
• Working knowledge of HS classification, DGFT schemes (EPCG/EOU/AA), Project Import framework, ICEGATE/e-SANCHIT, and SCOMET/export controls for semiconductor equipment.
• Proficiency in SAP (MM/GTS), advanced Excel, and Power BI; comfort with forwarder portals/TMS.
• Excellent coordination, escalation, and vendor management skills.

Qualifications & Experience

• Graduate in Engineering/Logistics/Commerce; PGD in Supply Chain/International Trade preferred.
• 4–8 years in ExIm planning or project logistics for EPC/high-tech capital equipment.

KPIs

• OTIF (On-Time In-Full) against site need dates ≥ 95%
• Port dwell time & customs clearance lead time vs. baseline
• Demurrage/Detention cost avoidance and logistics cost vs. budget
• Document Right-First-Time rate (in collaboration with Documentation)
• Exception resolution TAT and stakeholder satisfaction