Import Documentation Executive

**Job Summary**:
The **Import Documentation Executive** is responsible for managing the documentation and regulatory compliance associated with the importation of goods in a manufacturing company. This role ensures that all import-related documents are processed accurately and efficiently, from the point of order to delivery, while adhering to customs and regulatory requirements. The Import Documentation Executive works closely with logistics, customs brokers, vendors, and other internal teams to ensure smooth and timely importation of raw materials or finished goods for production.

**Key Responsibilities**:

- **Import Documentation Management**:

- Prepare and review all import documents, including but not limited to, invoices, packing lists, bills of lading, certificates of origin, customs declarations, and shipping documents.
- Ensure accuracy of documentation to prevent delays or penalties from customs or other regulatory authorities.
- Work with customs brokers to ensure that all documentation complies with import laws and regulations.
- **Customs Compliance**:

- Ensure adherence to all national and international trade laws, customs requirements, and import regulations.
- Maintain updated knowledge of changing import/export laws, tariffs, and regulations to ensure compliance.
- Handle customs clearance processes, including submission of documents and coordination with relevant authorities to avoid delays or penalties.
- **Coordination with Suppliers and Freight Forwarders**:

- Coordinate with international suppliers and freight forwarders to ensure timely shipment of goods.
- Track shipments and resolve any issues related to the shipping process.
- Verify that suppliers and vendors provide all required documents and comply with agreed-upon terms of shipment.
- **Record Keeping and Data Management**:

- Maintain accurate records of all import documentation and customs transactions for future reference and audits.
- Ensure all import documentation is archived in accordance with company policies and legal requirements.
- Update and manage internal systems and databases with import details, including costs, delivery dates, and other logistics data.
- **Costing and Budgeting Support**:

- Support the accounting team in tracking and reporting import costs, including freight, customs duties, and taxes.
- Assist in the preparation of cost analysis reports for the finance department to ensure proper budget allocation for imports.
- Verify invoices for accuracy in comparison to contracts and shipping agreements.
- **Inventory Coordination**:

- Ensure that imported goods are accurately accounted for in inventory records and are available for manufacturing or production.
- Coordinate with warehouse teams to ensure timely delivery and proper storage of imported goods.
- **Problem Resolution**:

- Investigate and resolve any discrepancies related to shipments, customs delays, or missing documentation.
- Collaborate with internal teams (procurement, logistics, warehouse) to address any issues that affect the timely clearance and delivery of goods.
- Resolve any issues that may arise with customs authorities or freight forwarders.
- **Communication and Reporting**:

- Communicate with internal departments to provide updates on the status of imports and any potential delays.
- Generate reports on the status of incoming shipments, documentation issues, and customs compliance for management.
- Provide support during audits and customs inspections by ensuring the availability of necessary documents.
- **Vendor Management**:

- Maintain good relationships with vendors, ensuring that they understand documentation requirements and deliver accurate and timely paperwork.
- Work with vendors to resolve any issues related to imports or documentation errors.
- **Continuous Improvement**:

- Identify areas for process improvement in the import documentation and logistics flow.
- Suggest and implement best practices for streamlining documentation handling, compliance, and reporting processes.

Schedule:

- Day shift

**Experience**:

- total work: 2 years (preferred)

Work Location: In person