Import And Export Executive

Department: Export Operations & Documentation

Reports To: Manager / Director

Industry: Solvent chemicals trading & manufacturing

Location: Wadala Mumbai

Key Responsibilities1. Documentation

Prepare Proforma Invoices, Commercial Invoices and Packing Lists accurately and on time.

Prepare and verify Shipping Bill checklists; coordinate with the CHA for filing.

Draft, check and finalise Bill of Lading instructions with shipping lines / forwarders.

Ensure documents match the PI, PO, LC terms and customer requirements.

Keep organised digital and physical records of all shipment documents.

2. Payment Recovery & Banking

Track outstanding customer payments and follow up for timely realisation.

Monitor inward remittances and match them to shipments.

Coordinate with the bank on document submission, remittance queries and discrepancies until resolved.

Keep receivables and realisation status updated for management.

3. Communication & Coordination

Draft clear, professional emails to customers sharing documents, shipment updates and payment reminders.

Keep the designated salesperson updated on the status of each of their shipments.

Liaise with CHAs, freight forwarders, shipping lines and the accounts team.

4. Reporting

Maintain shipment, document and receivables trackers in Excel.

Prepare summaries and reports for management reviews.

Skills & Requirements

25 years in import-export documentation (chemical / trading preferred).

Understands Advance, DA/DP and LC terms and the recovery cycle.

Strong MS Word skills for letters and documents.

Excellent written English and professional email writing.

Hands-on with PI, Invoice, Packing List, Shipping Bill and B/L.

Advanced Excel: XLOOKUP, pivots, conditional formatting, validation.

Comfortable using ChatGPT, Gemini or Copilot to work faster.

Detail-oriented; handles multiple shipments at once.

Qualification

Graduate in Commerce or any discipline.

A diploma / certificate in Export-Import Management is a plus.

Good to Have

Familiarity with EDPMS / IRM / eBRC and export realisation compliance.

Documents Handled

Proforma Invoice

Invoice

Packing List

Shipping Bill Checklist

Bill of Lading

Tools

Advanced Excel

MS Word

ChatGPT

Gemini

Copilot