Export Import Documentation Executive

2 days ago

Gurgaon, Haryana, India PREWAL Full time ₹ 4,00,000 - ₹ 12,00,000 per year

Key roles and responsibilities

Pre-shipment documentation

  • Order processing:
     Receive and process export orders from overseas buyers, verifying all terms and conditions.
  • Preparation of commercial documents:
     Create essential documents such as the commercial invoice, packing list, and declaration forms.
  • Banking procedures:
     Handle banking requirements, including managing Letters of Credit (LC), Bills of Exchange, and following up on Bank Realization Certificates (BRC).
  • Customs coordination:
     Communicate with Customs House Agents (CHA) to prepare the shipping bill and ensure customs clearance is handled properly.

Post-shipment documentation

  • Courier management:
     Arrange for the prompt couriering of original shipping documents to the buyer and inform them of the tracking number.
  • Record keeping:
     Maintain accurate records of all export files and shipping documents for audits and future reference.
  • Logistics coordination:
     Work with freight forwarders and shipping lines to track shipments and ensure goods are delivered on schedule.
  • Payments and incentives:
     Pursue timely payments from buyers and handle documentation for government export incentives and schemes, such as drawback and RODTEP claims.

Import management (raw materials)

  • Sourcing:
     Facilitate the procurement and import of raw materials and trims, such as fabrics, that are used in garment production.
  • Import documentation:
     Prepare and verify import-related documents like the Bill of Entry.
  • Regulatory compliance:
     Ensure all import activities comply with the customs regulations of the destination country.

Operational coordination

  • Stakeholder liaison:
     Act as a central point of contact, coordinating with overseas buyers, suppliers, banks, customs officials, and logistics partners.
  • Problem-solving:
     Address and resolve any discrepancies or issues that arise with documentation or shipments.
  • Inventory management:
     Collaborate with internal departments to track inventory and ensure adequate stock for manufacturing orders.

Required skills and qualifications

  • Educational background:
     A bachelor's degree in a relevant field like Logistics, International Business, or Supply Chain Management is often required.
  • Industry experience:
     Hands-on experience in import-export operations, particularly within the apparel or fashion industry, is highly valued.
  • Documentation proficiency:
     Strong attention to detail and accuracy when preparing commercial invoices, packing lists, and other trade documents.
  • Regulatory knowledge:
     In-depth knowledge of international shipping regulations, customs procedures, and trade compliance (e.g., DGFT and ICEGATE in India).
  • Communication skills:
     Excellent written and verbal communication abilities to effectively liaise with various internal and external parties.
  • Technical skills:
     Proficiency in standard software, such as MS Office, and familiarity with specific export/import software or ERP systems.
  • Organizational skills:
     The ability to manage multiple shipments and deadlines effectively is crucial for this fast-paced role.

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