Import And Export Executive

Job Title: Import & Export Documentation Executive

Department: Import & Export Documentaiton / Logistics
Experience: 15 Years
Location: Pune
Employment Type: Full-Time

Job Summary

We are looking for a detail-oriented and organized Import & Export Documentation Executive to manage import and export documentation, coordinate with customers, suppliers, freight forwarders, customs agents, and logistics partners, and ensure shipments are processed accurately and on time.

Key Responsibilities

• Prepare, verify, and maintain import and export documentation.
• Prepare documents such as Commercial Invoices, Packing Lists, Purchase Orders, Shipping Bills, Bills of Lading/Airway Bills, Certificates of Origin, and other shipping documents.
• Coordinate with freight forwarders, customs brokers, shipping lines, transporters, and other logistics partners.
• Ensure all documentation is accurate and submitted within required timelines.
• Coordinate with internal teams such as Sales, Purchase, Accounts, Warehouse, and Logistics.
• Track import and export shipments and provide regular status updates.
• Follow up on shipment bookings, dispatches, customs clearance, and delivery.
• Check documentation against purchase orders, invoices, and shipment details.
• Maintain proper records of import/export transactions and supporting documents.
• Assist with customs clearance documentation and resolve documentation-related issues.
• Ensure compliance with applicable import/export procedures and company policies.
• Coordinate with banks and other parties for documentation related to export payments or trade transactions, where applicable.
• Monitor shipment schedules and proactively communicate delays or discrepancies.
• Maintain accurate databases, trackers, and documentation files.
• Support audits by providing required import/export records and documents.

Required Skills & Qualifications

• Bachelor's degree in Commerce, Logistics, Supply Chain, International Business, or a related field.
• 14 years of experience in Import/Export Documentation, Logistics, Shipping, or International Trade.
• Good knowledge of import/export documentation and shipping procedures.
• Familiarity with customs clearance processes and freight forwarding.
• Good knowledge of MS Excel, Word, and email communication.
• Strong attention to detail and documentation accuracy.
• Good communication and coordination skills.
• Ability to manage multiple shipments and deadlines simultaneously.
• Good follow-up and problem-solving skills.

Preferred Skills

• Knowledge of Incoterms and international shipping procedures.
• Familiarity with HS Codes, customs documentation, and export/import compliance.
• Experience working with freight forwarders, customs brokers, and shipping lines.
• Knowledge of ERP systems or logistics software.
• Experience with both air and sea shipments will be an advantage.

Key Competencies

• Attention to Detail
• Documentation Management
• Coordination & Follow-up
• Time Management
• Communication Skills
• Problem Solving
• Compliance Awareness
• Teamwork

Key Performance Indicators (KPIs)

• Accuracy and completeness of import/export documentation.
• Timely submission of shipping and customs documents.
• On-time shipment processing and coordination.
• Reduction in documentation errors and delays.
• Effective coordination with logistics and business partners.
• Proper maintenance of shipment records and documentation.