Air Operations Executive

Executive Air Operations & Documentation (Logistics)

Department: Air Freight Operations
Designation: Executive / Senior Executive – Air Operations & Documentation
Reports To: Air Freight Manager
Location: Mumbai Andheri
Salary :-  25Kpm to 30 Kpm (3 to 3.60 Lpa)

Job Summary

The Air Operations & Documentation Executive is responsible for managing end-to-end air import and export shipments, ensuring accurate documentation, regulatory compliance, timely cargo movement, and excellent customer service. The role requires close coordination with airlines, customs brokers, overseas agents, transporters, customers, and internal teams to ensure seamless shipment execution.

Key Responsibilities

1. Air Operations

• Handle end-to-end air export and import shipments.
• Coordinate shipment bookings with airlines and freight partners.
• Monitor flight schedules and shipment status.
• Arrange cargo pickups and deliveries.
• Coordinate with customs brokers (CHA), transporters, and warehouse teams.
• Resolve shipment delays and operational issues promptly.
• Airline Online Booking
• Preparing Airwaybills /filing online gate pass.
• Generate the TSP Token
• shipment Tracking and Update to shipper
• customer service & co-ordination
• preparing Final Handover set.
• checking EGM with Airlines
• Co-ordinate with Agent for Pre-Alert.
• Co-ordinating with carriers before prior cut off for handover shipment.

2. Documentation

• Prepare and verify:
• Air Waybill (MAWB/HAWB)
• Commercial Invoice
• Packing List
• Shipping Bill
• Bill of Entry
• Certificate of Origin
• Dangerous Goods (DG) documentation (where applicable)
• Ensure complete and accurate documentation before cargo dispatch.
• Maintain shipment files and digital records.
• Ensure compliance with airline, customs, and customer documentation requirements.

3. Customer & Overseas Coordination

• Provide shipment updates to customers.
• Coordinate with overseas agents for import/export movements.
• Respond to customer queries regarding shipment status and documentation.
• Ensure customer service KPIs are achieved.

4. Compliance

• Ensure compliance with customs regulations, airline procedures, and company SOPs.
• Maintain audit-ready shipment records.
• Follow IATA and DG regulations where applicable.

5. Billing & MIS

• Prepare customer invoices and vendor bills.
• Verify airline and transporter invoices.
• Generate daily, weekly, and monthly shipment reports.
• Update ERP/TMS systems with shipment information.

Key Performance Indicators (KPIs)

• 100% documentation accuracy
• On-time shipment execution
• Customer satisfaction
• Zero compliance violations
• Timely billing and invoice closure
• Accurate MIS reporting

Required Qualifications

• Graduate in Logistics, Commerce, Business Administration, or a related field.
• Diploma/Certification in Freight Forwarding or Supply Chain (preferred).

Experience

• 2–5 years of experience in Air Freight Operations and Documentation.
• Experience with freight forwarding or logistics companies is preferred.

Required Skills

• Air Import & Export Operations
• Air Freight Documentation
• Customs Procedures
• Airline Coordination
• Freight Forwarding Knowledge
• MS Excel & MS Office
• ERP/TMS Software
• Communication & Negotiation Skills
• Time Management
• Problem Solving
• Attention to Detail

Preferred Knowledge

• IATA Cargo Rules
• DG Cargo Handling
• Incoterms
• Customs Compliance
• Air Cargo Security Procedures

Working Relationships

Internal:

• Sales Team
• Customer Service
• Finance
• Warehouse
• Management

External:

• Airlines
• Customs Brokers (CHA)
• Overseas Agents
• Customers
• Transporters
• Airport Handling Agents