Export Documentation Executive

Job Title: Export Documentation Executive
Department: Export / International Sales
Location: Andheri East
Reports To: Export Manager / Senior Manager Sales & Logistics
Employment Type: Full-Time

Job Summary:
The Export Documentation Executive is responsible for preparing, managing, and overseeing all export-related documentation processes to ensure smooth, timely, and compliant international shipments. This role involves coordination with internal teams, freight forwarders, and customers to facilitate accurate and prompt dispatch of goods while adhering to all applicable laws, policies, and trade regulations.

Key Responsibilities:

• Prepare and process export documentation in accordance with customs regulations, international trade laws, and company policies.
• Ensure all export consignments are accompanied by accurate and complete documentation, including but not limited to: Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin, and other regulatory documents.
• Liaise with freight forwarders, shipping lines, customs brokers, and transportation partners to arrange and track shipment schedules.
• Coordinate internally with the Sales, Warehouse, Production, and Accounts departments to ensure timely product readiness and availability of required documentation.
• Track and monitor the status of shipments and keep customers informed on dispatch, transit, and delivery timelines.
• Handle post-shipment formalities including submission of documents to banks, follow-up on remittances, and reconciliation of payment records if required.
• Ensure compliance with all statutory requirements under applicable export control laws and international trade practices.
• Maintain accurate records and logs of all export transactions, including shipping documents, invoices, certificates, and correspondence.
• Investigate and resolve any documentation errors, delays, or customer complaints related to shipment paperwork.
• Prepare and issue Sales Invoices for both domestic and export orders as required.
• Maintain and update sales registers, invoice logs, customer master files, and other related documentation records accurately and in a timely manner.

Qualifications and Experience:

• Minimum 24 years of experience in export documentation or international logistics, preferably in a manufacturing/export-oriented industry.
• Knowledge of export-import procedures, INCOTERMS, customs documentation, and international shipping practices.
• Proficiency in MS Office (especially Excel and Word); experience with ERP or export documentation software is a plus.
• Familiarity with export incentive schemes, bank documentation, and regulatory authorities (DGFT, Customs, etc.) is an added advantage.

Key Skills:

• Strong attention to detail and organizational skills.
• Effective communication and coordination abilities.
• Ability to work under pressure and meet tight deadlines.
• Proactive problem-solving approach.
• Integrity and responsibility in handling sensitive trade documentation.