Export Documentation Executive

Job Description: Export Documentation ExecutiveJob TitleExport Documentation Executive

DepartmentExport / Logistics / Supply Chain

Reports ToExport Manager / Logistics Manager

Job SummaryThe Export Documentation Executive is responsible for preparing, reviewing, and managing all documentation required for international shipments. This role ensures compliance with international trade regulations, customs requirements, and customer specifications while coordinating with freight forwarders, shipping lines, customs brokers, and internal departments to facilitate smooth export operations.

• Key ResponsibilitiesPrepare and verify export documentation, including:
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• Commercial Invoices
• Packing Lists
• Bills of Lading / Air Waybills
• Certificates of Origin
• Export Declarations
• Insurance Certificates
• Letters of Credit documentation
• Any country-specific export documents
• Ensure all export documents comply with customer requirements and international trade regulations.
• Coordinate with freight forwarders, shipping lines, customs brokers, and government authorities for timely shipment processing.
• Monitor shipment schedules and ensure documentation is completed before cargo departure.
• Liaise with sales, production, warehouse, and finance teams to obtain accurate shipment information.
• Prepare and submit documentation for customs clearance and regulatory compliance.
• Handle document amendments and resolve documentation discrepancies promptly.
• Maintain accurate digital and physical records of export documents.
• Track export shipments and provide shipment status updates to customers and internal stakeholders.
• Support audits by maintaining organized documentation and records.
• Stay informed about changes in export regulations, customs procedures, and trade compliance requirements.
• QualificationsBachelor's degree in Commerce, Business Administration, Logistics, Supply Chain Management, or a related field.
• 2–5 years of experience in export documentation, logistics, or international shipping.
• Experience with ERP systems and export documentation software is preferred.
• Required SkillsStrong knowledge of export documentation and international shipping procedures.
• Familiarity with Incoterms, customs regulations, and international trade compliance.
• Understanding of Letters of Credit (LC) documentation.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Effective communication and coordination abilities.
• Proficiency in Microsoft Office, especially Excel and Word.
• Ability to manage multiple shipments and meet tight deadlines.
• Preferred QualificationsExperience working with freight forwarders and customs brokers.
• Knowledge of DGFT, customs procedures, and export compliance requirements.
• Familiarity with international logistics and supply chain operations.
• Key Performance Indicators (KPIs)Accuracy of export documentation.
• On-time document submission.
• Compliance with export regulations.
• Reduction in documentation errors and shipment delays.
• Customer satisfaction regarding shipment documentation.
• Efficient coordination with logistics partners and internal departments.
• Working ConditionsOffice-based role with regular coordination across departments and external logistics partners.
• May require flexibility to meet shipment deadlines and accommodate different international time zones.