Walk-in || Import And Export Manager

Job Title: International Import Vendor Reconciliation & Import Payments Specialist
Role Overview
The International Import Vendor Reconciliation & Import Payments Specialist is responsible for managing end-to-end reconciliation of overseas vendor accounts, collecting and validating import-related documents, coordinating with banks for import remittances, and ensuring compliance with statutory, customs, and foreign exchange regulations. The role requires strong expertise in SAP, vendor reconciliation, import documentation, banking coordination, GST/TDS compliance, and international payment processes.

Key Responsibilities
Vendor Reconciliation & Account Management

• Perform periodic reconciliation of international vendor accounts and identify outstanding/open items.
• Analyse and resolve discrepancies related to invoices, payments, credit notes, debit notes, and goods receipts.
• Maintain accurate vendor ledgers and ensure timely closure of reconciliation differences.
• Prepare vendor reconciliation statements and obtain confirmations from overseas suppliers.

Import Documentation Management

• Collect, verify, and maintain all import-related documents including:
• Commercial Invoice
• Packing List
• Bill of Lading (BL) / Air Waybill (AWB)
• Bill of Entry (BOE)
• Insurance Documents
• Certificate of Origin
• Import Purchase Orders
• Goods Receipt Notes (GRN)
• Debit Notes (DN)
• Credit Notes (CN)
• Purchase Return Notes (PRN)
• Proof of Delivery (POD)

• Coordinate with freight forwarders, customs brokers, logistics teams, and suppliers to obtain pending documentation.
• Ensure proper accounting and document attachment in SAP.

Import Payments & Banking Coordination

• Coordinate with banks for import remittances under:
• Advance Payments
• Sight Payments
• Usance Payments
• Letter of Credit (LC)
• Bank Guarantee (BG)
• Direct Foreign Remittances

• Prepare and submit payment-related documents to banks.
• Track import payment due dates and ensure timely processing.
• Follow up with banks regarding payment status, foreign exchange transactions, and document requirements.
• Coordinate with treasury and finance teams for foreign currency funding requirements.
• Monitor outstanding import payments and vendor balances.

Compliance & Statutory Reconciliation

• Perform GST reconciliation for import transactions including IGST credits.
• Reconcile TDS-related transactions wherever applicable.
• Ensure compliance with RBI, FEMA, customs regulations, and company policies.
• Support month-end and year-end closing activities related to imports and vendor accounts.

Reporting & Audit Support

• Prepare MIS reports on:
• Vendor Reconciliation Status
• Import Payment Aging
• Open Import Liabilities
• Outstanding Documentation
• Foreign Vendor Balances

• Provide documentation and explanations for internal, statutory, and external audits.
• Maintain proper audit trails for import payments and reconciliations.

Process Improvement

• Identify reconciliation gaps and recommend process improvements.
• Work closely with Procurement, Logistics, Customs, Treasury, and Finance teams to streamline import payment and reconciliation processes.
• Assist in automation initiatives and SAP process enhancements.

• Required Skills & Qualifications

• B.Com / M.Com / MBA (Finance)
• 4 TO 7 years of experience in:
• International Vendor Reconciliation
• Import Documentation
• Import Payment Processing
• Accounts Payable Operations

• Strong knowledge of:
• SAP (MM/FI Modules preferred)
• Import Trade Cycle
• Foreign Currency Transactions
• GST & TDS Reconciliation
• Bill of Entry Accounting
• FEMA & RBI Guidelines

• Advanced Excel skills:
• Pivot Tables
• VLOOKUP/XLOOKUP
• SUMIF/SUMIFS
• Power Query
• Reconciliation Templates

• Excellent communication and stakeholder management skills.
• Ability to coordinate effectively with vendors, banks, customs agents, and internal departments.

Preferred Skills

• Experience in manufacturing or import-driven organizations.
• Exposure to Letter of Credit (LC) and Bank Guarantee processes.
• Knowledge of foreign exchange regulations and import compliance.
• Experience with automated reconciliation tools and SAP reporting.
• Strong analytical and problem-solving skills.
• Exposure to audit and compliance documentation.

Key Performance Indicators (KPIs)

• Vendor Reconciliation Closure Rate
• Import Payment Processing Timeliness
• Open Item Resolution Turnaround Time
• Import Document Collection Completion %
• Audit Compliance Score
• Reduction in Aged Vendor Balances
• Accuracy of GST/BOE Reconciliation
• Timely Closure of Bank and Vendor Queries

This version is aligned for a senior Accounts Payable professional handling International Imports, Vendor Reconciliation, Import Documentation Collection, and Bank Coordination for Foreign Payments.