Export Documentation Specialist

Job Description: Export Documentation & Dispatch Planning Manager

Company Overview

We are a dynamic and growing automotive spare parts business dedicated to providing high-quality components to international markets. As we expand our global footprint, we are seeking a highly organized and experienced Export Documentation & Dispatch Planning Manager to oversee our international logistics operations. This role is critical in ensuring that our products reach our global customers efficiently, securely, and in full compliance with all international trade regulations.

Position Summary

The Export Documentation & Dispatch Planning Manager will be responsible for orchestrating the swift and efficient movement of automotive spare parts across borders. This role requires a strategic thinker who can manage complex export documentation, ensure strict adherence to international trade compliance, and optimize global dispatch operations. The ideal candidate will serve as the primary point of contact for customs clearance, freight forwarders, and internal logistics teams, ensuring a seamless supply chain from our facilities to our international clients.

Key Responsibilities

Export Documentation and Compliance Management

The core responsibility of this role involves the meticulous preparation and review of all export documentation necessary to facilitate international trade. This includes drafting commercial invoices, packing lists, certificates of origin, bills of lading, and securing required export licenses

. The manager must ensure that all documents are accurate, complete, and fully compliant with applicable laws and regulations, particularly those governing the export of automotive components from India

.

A critical aspect of this function is maintaining up-to-date knowledge of export regulations, including Directorate General of Foreign Trade (DGFT) policies, HS Code classifications, and customs procedures

. The manager will also be responsible for ensuring compliance with specific automotive industry standards, such as Bureau of Indian Standards (BIS) certifications where applicable, and leveraging export incentive schemes like RoDTEP and EPCG

. Furthermore, the manager will develop and implement comprehensive export compliance policies and provide necessary training to internal teams to foster a culture of compliance

.

International Dispatch Planning and Logistics

In addition to documentation, the manager will oversee the strategic planning and execution of international dispatches. This involves coordinating with internal shipping and logistics teams to ensure the timely delivery of goods to global destinations

. The manager will design and implement optimal routing strategies, integrating multi-modal transport options (sea, air, rail, and road) to maximize efficiency and reduce transit times

.

The role requires active monitoring and tracking of all international shipments, ensuring that necessary documents are in place and that shipments progress as planned

. The manager will proactively identify potential bottlenecks in the supply chain and implement corrective actions to mitigate delays. This includes managing relationships with customs brokers, freight forwarders, and international carriers to negotiate favorable terms and ensure high service levels

.

Stakeholder Communication and Record Keeping

Effective communication is paramount in this role. The manager will serve as the central liaison between internal departments, international customers, and regulatory authorities. This involves gathering necessary information, resolving discrepancies, and providing regular updates on shipment statuses

.

Additionally, the manager is responsible for maintaining accurate and comprehensive records of all export documentation and related correspondence

. This meticulous record-keeping is essential for audit purposes, ensuring transparency, and demonstrating compliance with all international trade regulations.

Qualifications and Requirements

To be successful in this role, candidates must possess a robust combination of education, experience, and specialized skills.

CategoryRequirementsEducationBachelor's degree in Business Administration, International Trade, Supply Chain Management, Logistics, or a related field .ExperienceMinimum of 3 to 5 years of proven experience in export documentation, international logistics, or trade compliance, preferably within the automotive or manufacturing industry .Technical KnowledgeIn-depth understanding of international export regulations, customs clearance procedures, and trade compliance standards . Familiarity with India-specific export policies (DGFT, ICEGATE) and automotive component classifications (HS Codes) is highly desirable .SkillsExceptional attention to detail and accuracy in document preparation . Strong analytical and problem-solving skills to optimize logistics routes and resolve supply chain disruptions.CommunicationExcellent verbal and written communication skills, with the ability to effectively interact with diverse international stakeholders and regulatory bodies .Software ProficiencyProficiency in Microsoft Office Suite and experience with ERP systems, logistics management software, or customs brokerage platforms .

Working Conditions

This position operates primarily in a professional office environment, with occasional visits to shipping and logistics facilities or warehouses to oversee dispatch operations. The role may require flexibility in working hours to accommodate communication with international clients and partners across different time zones.