Documentation Executive

3 weeks ago

delhi, India Bharat Freight Group of Companies Full time
Company Description
Bharat Freight Group of Companies is a multi-modal service-providing organization with expertise in shipping and logistical solutions. Our extensive network of infrastructure and talented professionals has contributed to our significant growth since 1969. With over 300 employees, partners, and associates, we have built a reputation for innovation, professionalism, reliability, and exceptional facilities. Our services span multiple verticals, including clearing and forwarding, international freight forwarding, multi-modal transportation, warehousing and distribution, and port and rail terminal management. We have also expanded into retail ventures in technology, travel, food, and cinema.
Role Description
This is a full-time on-site role for a Documentation Executive located in Mumbai. The Documentation Executive will be responsible for tender documentation, document management, and communication.
1. Document Preparation and Management
Objective: Ensure accurate, timely, and compliant preparation of all documentation especially tenders.
Key Results:
Develop and maintain a comprehensive checklist for all required documents per tender.
Achieve accuracy rate in tender submissions, ensuring all information is current and correct.
Prepare and submit tender documents before the deadline.
2. Tender Submission and Tracking
Objective: Efficiently manage the submission of tenders and track their progress.
Key Results:
Submit all tenders through the correct channels and ensure confirmation of receipt for 100% of tenders.
Develop a tracking system to monitor tender status and provide weekly updates to the management team.
Achieve a response rate on follow-ups regarding tender queries and clarifications.
3. Compliance and Legal Documentation
Objective: Ensure all tender documents comply with legal and regulatory requirements.
Key Results:
Attend training sessions or workshops annually to stay updated on relevant laws and regulations.
Conduct quarterly compliance audits on tendering processes to ensure 100% adherence to laws and guidelines.
Maintain a record of all legal documents and ensure they are updated and accessible, achieving a document retrieval time of under 2 hours when requested.
4. Process Optimization and Efficiency
Objective: Streamline the process to improve efficiency and effectiveness.
Key Results:
Implement at least two process improvement initiatives per year based on feedback and performance reviews.
Reduce document preparation time by 15% through process automation and training.
Conduct bi-annual reviews of the tendering process to identify bottlenecks and implement solutions.
5. Team Collaboration and Support
Objective: Provide effective support and collaboration with other departments to enhance the process.
Key Results:
Achieve a 100% satisfaction rate on internal feedback regarding support and collaboration from related departments such as finance, legal, and project management.
Lead quarterly coordination meetings with key departments to discuss upcoming tenders and resource needs.
Qualifications
Proficiency in documentation and document management
Strong communication skills, both written and verbal
Attention to detail and accuracy in document preparation
Knowledge of export regulations and procedures
Ability to prioritize tasks and meet deadlines
Experience in the shipping or logistics industry
Bachelor's degree in Business Administration or related field
Experience of 2 years or more in related field

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