Documentation Executive

2 days ago

CBD Belapur Navi Mumbai Maharashtra, India Aastral Global Full time ₹ 3,00,000 - ₹ 3,60,000 per year

Documentation Executive – Ocean Freight

Location: CBD Belapur

Department: Documentation / Operations

Reports To: Documentation Manager / Director

Job Overview

We are looking for a detail-oriented Documentation Executive with prior experience in ocean freight forwarding. The role involves preparing, managing, and verifying shipping and customs documentation for import/export shipments. The candidate must have sound knowledge of CHA processes, ICEGATE software, international trade compliance, and excellent coordination skills with shipping lines, transporters, and clients.

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, ₹360,000.00 per year

Benefits:

  • Health insurance
  • Provident Fund

Work Location: In person

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