Executive EXIM Pre-shipment Documentation

5 days ago

Ahmedabad Gandhinagar Kalol, India Umasree Texplast Full time ₹ 9,00,000 - ₹ 12,00,000 per year

Job Purpose:

To ensure accurate and timely preparation of all pre-shipment export documentation in compliance with international trade regulations, customer requirements, and internal policies.

Role & responsibilities

1. Documentation Preparation & Accuracy

  • Prepare commercial invoices, packing lists, shipping instructions, and other pre-shipment documents.
  • Ensure documentation complies with buyer contracts, Incoterms, and country-specific regulations.
  • Coordinate with production and quality teams for product specifications and inspection certificates.

2. Coordination with Internal & External Stakeholders

  • Liaise with freight forwarders, CHA (Customs House Agents), shipping lines, and transporters for booking and documentation.
  • Coordinate with banks for LC (Letter of Credit) documentation and submission.
  • Communicate with buyers for document approvals and special requirements.

3. Compliance & Regulatory Adherence

  • Ensure adherence to DGFT, Customs, and other statutory requirements.
  • Maintain updated knowledge of export regulations, HS codes, and duty drawback schemes.
  • Prepare and submit documents for pre-shipment inspection and certification (if applicable).

4. System & Record Management

  • Maintain digital and physical records of all pre-shipment documentation.
  • Update ERP or export management systems with shipment details.
  • Track and report documentation status for each shipment.

5. Timely Execution & Shipment Readiness

  • Ensure all documentation is completed and approved before cargo readiness.
  • Monitor timelines to avoid delays in shipment due to documentation issues.
  • Support logistics team in ensuring timely dispatch and container stuffing.

6. Audit & Reporting

  • Assist in internal and external audits related to export documentation.
  • Generate periodic reports on documentation status, errors, and compliance metrics.
  • Identify and implement process improvements to reduce documentation errors.

Preferred candidate profile

  • Graduate/Postgraduate in Commerce, International Business, or related field.
  • 2 to 4 years of experience in EXIM documentation (preferably in pre-shipment).
  • Knowledge of export procedures, Incoterms, LC documentation, and customs regulations.
  • Proficiency in MS Office and ERP systems.
  • Strong attention to detail and organizational skills.
  • Good communication and coordination abilities.

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