Export Documentation Executive

Role Summary

We are looking for a fast, accurate and responsible Export Documentation & Logistics Executive who can independently handle pre-shipment docs, post-shipment docs, CHA coordination, buyer document communication, logistics coordination, and vessel cut-off management.

This role is urgent and requires someone who can manage pressure, tight timelines, and multiple shipments simultaneously.

Key Responsibilities

A) Export Documentation (Pre-Shipment)

Prepare Commercial Invoice, Packing List, COO, BL Instructions, E-way Bill

Ensure accurate HS Codes, product description, quantity, CBM & weight

Submit documents to CHA for shipping bill filing

Coordinate with Accounts for invoice values, advances & bank details

Verify Shipping Bill draft on ICEGATE before finalisation

Prepare LC/DA/DP documents when required

B) Logistics & Shipment Coordination

Liaise with CHA, forwarders, shipping lines

Ensure no vessel cut-off is missed

Finalise BL draft with CHA

Track containers and stuffing schedule

Ensure correct filing of shipping bill and resolve customs queries

Coordinate with PPC for packing schedules and dispatch timelines

Prepare dispatch plan and ensure timely movement of cargo to port

C) Buyer Communication (Pre & Post Shipment)

Share draft documents with buyers for approval

Send final documents including BL, COO, Invoice, Packing List, Certificates

Maintain buyer records on WhatsApp, email & company CRM

Track document confirmation from buyer before vessel arrival

Manage buyer-specific formats and requirements

D) Buyer Account Statements

Prepare post-shipment buyer statements:

Shipment value

Advance received

Balance pending

Adjustments/credit notes

Maintain clear settlement records for every buyer

Share buyer accounts periodically for confirmation

E) Compliance & Record Management

Maintain digital & physical shipment files

Maintain document archives for customs, DGFT, bank, and audit

Ensure compliance for export incentives (if applicable)

Coordinate for BRC, bank submission & payment follow-ups

Maintain Excel trackers of all shipments

F) Internal Coordination

Work closely with PPC for packing & production status

Work with Accounts on advance payments, invoice finalisation

Coordinate with Operations & Consultant for quality/packing disputes

Strong follow-up culture internally & externally

Required Skills & Competencies

2–5 years of experience in Export Documentation & Logistics

Strong knowledge of:

CHA coordination

Shipping bills

BL, COO, E-way bill

Freight, vessel schedules, cut-offs

Excellent written and verbal English

Strong speed in Word, Excel & PDF handling

Ability to work under pressure & manage urgent shipments

Detail-oriented with a zero-error mindset

High ownership and accountability

Preferred Industry Background (Not mandatory)

Auto parts

Engineering goods

Industrial components

FMCG exports

Any export-driven manufacturing company