Documentation Executive

4 days ago

CBD Belapur Navi Mumbai Maharashtra, India Aastral Global Full time

Documentation Executive - Ocean Freight

**Location**: CBD Belapur

**Department**: Documentation / Operations

**Reports To**: Documentation Manager / Director

**Job Overview**

**Key Responsibilities**
- **Preparation of Documents**:

- Prepare and verify **Bill of Lading (BL), Shipping Instructions, Commercial Invoices, Packing Lists, COO, and other trade documents**.
- Ensure accuracy and compliance with **INCOTERMS, Letters of Credit (LC), and customs regulations**.
- **Coordination & Communication**:

- Liaise with **clients, shipping lines, CHA, overseas agents, and transporters** for smooth execution of shipments.
- Follow up with shipping lines for **BL release, draft approvals, and confirmations**.
- Coordinate with CHA for **customs clearance documentation**.
- **Compliance & Record Keeping**:

- Ensure timely filing of **SI (Shipping Instructions), IGM/EGM, Advance Filing Rules (AFR), VGM submission** etc.
- File and track **Shipping Bills and Bills of Entry through ICEGATE**.
- Maintain proper records of all documentation as per company policy.
- Stay updated with DGFT, Customs, and Shipping Line notifications.
- **Operational Support**:

- Assist the operations team in cargo planning, vessel schedule tracking, and shipment status updates.
- Support customer service team with **shipment-related queries**.

**Key Skills & Competencies**
- Strong knowledge of **ocean export/import documentation**.
- Familiarity with **CHA formalities and customs processes**.
- **Mandatory: Hands-on experience with ICEGATE software for filing and tracking.**:

- Good communication & coordination skills with stakeholders.
- High attention to detail and ability to work under pressure.
- Proficiency in MS Office (Excel, Word, Outlook).
- Knowledge of ERP / logistics software will be an added advantage.

**Qualifications & Experience**
- Graduate in **Commerce / Logistics / International Trade** or related field.
- **2-5 years** of experience in documentation within a **freight forwarding / shipping / CHA firm**.
- Knowledge of **sea freight operations** is mandatory (air knowledge will be a plus)

**Job Types**: Full-time, Permanent

Pay: ₹300,000.00 - ₹360,000.00 per year

**Benefits**:

- Health insurance
- Provident Fund

Work Location: In person

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