Senior Executive Documentation

Department:

Customer Service

Grade:

C/D

Reporting to:

Branch Manager

Direct reports:

None

Job purpose:

• The primary role of the Export Documentation Executive is to effectively handle the activities of the Export cycle and all the relevant interactions/ correspondence with Customers/ internal Stakeholders relating to Booking Release, SI updation, Invoicing, BL release, Loading Delivery status etc.

Main tasks and responsibilities:

Documentation desk

• Independently manage all export activities from booking to documentation.

• Handle preparation and verification of Shipping Instructions, Bill of Lading (including switch BLs, amendments, telex release, manifest, and memo BLs).

• Ensure accurate and timely data filing with Indian Customs (via EDI systems) to avoid penalties and shut-outs.

• Coordinate and generate timely invoices in line with booking instructions.

• Ensure all documentation adheres to DGFT, customs, and other regulatory bodies' requirements.

• Address customer queries and resolve documentation-related issues efficiently.

• Timely follow-up on export overdue containers and pending documentation.

• Coordinate with terminals, transporters, and vendors for cargo movement updates.

• Ensure complete compliance with company SOPs and local statutory regulations.

• Maintain updated knowledge of DGFT notifications, INCOTERMS, and maritime regulations.

• Undertake any additional duties as assigned by the management.

Key interactions (Internal | External):

External: Customers | Terminal | Vendors.

Internal: Across the Departments | Overseas Offices.

Education requirements:

Language requirements:

Bachelor’s Degree or qualified professional.

Good Command of Spoken & Written English.

Background and experience:

Competencies and skills:

• Minimum 3-4 years’ experience in Container Shipping industry.

• Export Shipping Processes and Documentation working knowledge is a must.

• MS Office Applications.

• Team Player, strong interpersonal skills.

• Attention to detail, error free working.

• Work well under pressure in a fast-paced and professional environment.

• Flexible, willing approach to adjust to new Systems/ Processes, when applicable.

• Ability to draw conclusions and make recommendations based upon data analysis.

• Ability to multi-task and deal with and manage multiple stakeholders.

• Willingness to provide support and coaching for team members and share knowledge.