Export document executive

22 hours ago

India Weekday AI Full time ₹ 2,00,000 - ₹ 3,00,000 per year

This role is for one of the Weekday's clients
Salary range: Rs Rs ie INR 2-3 LPA)
Min Experience: 1 years

JobType: full-time

We are seeking a detail-oriented and proactive Export Documentation Executive with 1–2 years of hands-on experience in international logistics, export documentation, and SAP-based workflows. The ideal candidate will be responsible for managing end-to-end export documentation, coordinating with internal teams and external agencies, and ensuring seamless, compliant, and timely movement of goods across global destinations. This role requires strong knowledge of SAP (SD Module), familiarity with CHA operations, and the ability to prepare and review essential export documents such as COA, RFPs, and post-shipment files.

Requirements
Key Responsibilities

1. Export Documentation Management

  • Prepare, verify, and manage all export documents including Commercial Invoice, Packing List, Certificate of Analysis (COA), Bill of Lading, Fumigation Certificate, and other statutory forms.
  • Create and manage post-shipment documents required for bank submission, customs clearance, and client verification.
  • Ensure documentation accuracy in line with buyer requirements, Incoterms, and country-specific regulations.

2. SAP (SD Module) Operations

  • Execute export processes using SAP SD Module, including sales order creation, delivery processing, shipment planning, and invoice generation.
  • Maintain accurate data records, track order status, and ensure alignment between SAP entries and physical documentation.
  • Coordinate with finance, sales, and logistics teams for smooth SAP workflow execution.

3. Coordination With CHA & Logistics Partners

  • Liaise with Custom House Agents (CHA) to ensure timely submission and clearance of documents.
  • Follow up with shipping lines, freight forwarders, and logistics providers to track cargo movement and obtain required documents such as Draft BL, Final BL, and Sailing Confirmation.
  • Assist in freight negotiations and logistics planning when required.

4. RFP & Vendor Qualification

  • Support the creation and review of Request for Proposals (RFPs) as part of vendor or client documentation processes.
  • Handle Vendor Qualification Questionnaires, ensuring accurate and timely submission to clients or auditing bodies.
  • Maintain updated vendor documentation and compliance records.

5. Compliance & Quality Assurance

  • Ensure adherence to export regulations, statutory requirements, and internal compliance standards.
  • Review and validate product specifications, COAs, and batch details to avoid discrepancies during customs or customer checks.
  • Coordinate with quality and production teams to resolve document-related queries or mismatches.

6. Communication & Reporting

  • Maintain regular communication with internal stakeholders such as sales, planning, production, and quality teams.
  • Provide timely updates regarding shipment status, exceptions, delays, and documentation gaps.
  • Generate routine MIS reports covering shipment schedules, export invoices, logistics performance, and documentation accuracy.
Required Skills & Qualifications
  • 1–2 years of experience in export documentation, logistics, or supply chain roles.
  • Strong hands-on experience with SAP (SD Module).
  • Understanding of CHA processes, global logistics, and export compliance norms.
  • Knowledge of RFP handling, vendor qualification questionnaires, and COA preparation/review.
  • Excellent attention to detail, communication skills, and ability to work with cross-functional teams.
  • Proficiency in MS Office and digital document management systems.

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