Import/Export Coordinator

Key Duties & Responsibilities

Import & Export Operations

• Coordinate end-to-end import and export activities for raw materials, APIs, lab reagents, packaging materials, and finished goods.
• Ensure timely execution of shipments in line with production and customer schedules.
• Track shipments and update internal stakeholders on status and timelines.

Documentation & Compliance

• Prepare, review, and maintain import/export documentation including invoices, packing lists, BL/AWB, COO, insurance, shipping bills, and bill of entry.
• Ensure compliance with DGFT, customs, GST, and other applicable statutory regulations.
• Coordinate with CHA, freight forwarders, and shipping lines for smooth clearance.

Customs & Regulatory Coordination

• Liaise with customs authorities, CHA, and government agencies for clearance of import/export consignments.
• Ensure adherence to pharma/biotech-specific regulatory requirements, licenses, permits, and certifications.
• Handle queries, inspections, and documentation requested by customs or regulatory bodies.

Vendor & Service Provider Management

• Coordinate with freight forwarders, CHA, courier agencies, and overseas suppliers/customers.
• Negotiate freight charges and service terms within approved limits.
• Evaluate service provider performance on cost, delivery timelines, and compliance.

Cost Control & Reporting

• Monitor freight, customs duty, and clearance costs to ensure budget adherence.
• Prepare MIS reports on import/export volumes, costs, transit times, and exceptions.
• Support management with data for planning and compliance reviews.

Internal Coordination

• Coordinate with purchase, production, QC, logistics, and accounts teams.
• Ensure timely sharing of documents for inventory, GRN, invoicing, and payment processing.
• Support audits, inspections, and regulatory submissions related to international trade.

Risk Management & Problem Resolution

• Handle shipment delays, damages, shortages, and documentation discrepancies.
• Coordinate insurance claims and corrective actions where required.
• Ensure minimal disruption to production and customer commitments.

Skills & Competencies

• Strong knowledge of import/export procedures and documentation
• Understanding of customs regulations, DGFT norms, and GST
• Experience with CHA and freight forwarder coordination
• Good command over MS Excel and ERP systems
• Strong communication and follow-up skills
• Attention to detail and compliance orientation

Qualification & Experience (Indicative)

• Experience in import-export coordination (biotech/pharma preferred)