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Job Overview

The Export Documentation Executive plays a critical role in preparing, verifying, and managing all necessary paperwork required for international shipments. This position ensures that documentation adheres to international trade laws, customs regulations, and client expectations while collaborating closely with freight forwarders, shipping lines, customs officials, and multiple internal teams to facilitate seamless export activities.

Primary Duties

Prepare and cross-check export documents such as commercial invoices, packing lists, bills of lading or air waybills, certificates of origin, export declarations, insurance certificates, letters of credit paperwork, and any country-specific documents.
Ensure that all export paperwork aligns with customer demands and international regulatory standards.
Coordinate timely shipment processing by liaising with freight forwarders, shipping lines, customs brokers, and relevant government departments.
Track shipment schedules and guarantee that documentation is finalized prior to cargo dispatch.
Work with sales, production, warehouse, and finance teams to secure precise shipment information.
Handle customs clearance filings and adhere to regulatory compliance requirements.
Address documentation changes and promptly resolve discrepancies.
Maintain organized digital and physical records of export-related documents.
Monitor shipments and provide regular status updates to clients and stakeholders.
Assist during audits by retaining structured documentation and files.
Keep updated on evolving export laws, customs protocols, and trade compliance rules.

Qualifications and Experience

Bachelor's degree in Commerce, Business Administration, Logistics, Supply Chain Management, or closely related disciplines.
Between 2 to 5 years of practical experience in export documentation, logistics, or international shipping.
Familiarity with ERP systems and export documentation software is advantageous.

Skills and Competencies

Comprehensive knowledge of export documentation and international shipping procedures.
Understanding of Incoterms, customs regulations, and trade compliance standards.
Proficient with Letters of Credit (LC) documentation processes.
Exceptional attention to detail combined with accuracy.
Excellent organizational and time management capabilities.
Strong interpersonal communication skills enabling effective cross-functional coordination.
Proficiency in Microsoft Office applications, particularly Excel and Word.
Ability to manage multiple shipments concurrently while meeting strict deadlines.

Preferred Experience

Prior work experience with freight forwarding agents and customs brokers.
Knowledge of DGFT regulations, customs protocols, and export compliance procedures.
Exposure to international logistics and comprehensive supply chain operations.

Performance Metrics

Accuracy and quality of export-related documentation.
Timely submission of all export documents.
Strict compliance with all export laws and regulations.
Minimizing errors in documentation and reducing shipment delays.
Customer satisfaction concerning shipment documentation and communication.
Efficient collaboration with logistics partners and internal teams.

Working Environment

This is a primarily office-based position requiring frequent interaction with internal departments and external logistics stakeholders. Flexibility may be needed to meet shipment deadlines, including working across different international time zones.

Export Documentation Executive