Asst. Manager - Import & Export

Role Overview

Responsible for managing end-to-end import and export documentation and coordination for Trufrost & Butler, ensuring timely shipments, accurate documentation, customs compliance and smooth coordination with suppliers, freight forwarders, customs agents, banks and internal teams.

Key Responsibilities

• Manage documentation for all import and export shipments, including commercial invoices, packing lists, shipping bills, bills of entry, certificates of origin and other required documents.
• Coordinate with overseas suppliers, customers, freight forwarders, customs brokers and shipping lines for timely movement of goods.
• Prepare and verify import/export documents for accuracy and compliance.
• Coordinate with Customs, CHA/freight forwarders and other agencies for customs clearance and shipment release.
• Track shipments from order confirmation to arrival/dispatch and ensure timely clearance and delivery.
• Coordinate with Finance for import remittances, LC/payment documentation, duty payments and related banking requirements.
• Maintain complete records of import/export transactions, customs documents and shipment files.
• Ensure compliance with applicable DGFT, Customs, GST, FEMA and other import/export regulations.
• Monitor customs duties, freight, demurrage, detention and other shipment-related costs and support cost control.
• Coordinate with Procurement, Sales, Warehouse, Finance and Logistics teams to ensure smooth inbound and outbound movement.
• Track pending documents, shipment exceptions, customs queries and ensure timely resolution.
• Maintain an updated Import/Export MIS covering shipments, clearance status, costs, duties and pending actions.
• Support audits and ensure all import/export documentation is readily available and properly maintained.
• Identify opportunities to improve documentation, clearance timelines and logistics processes.

Key KRAs / KPIs

• Documentation Accuracy: Zero/minimal documentation errors and timely submission of documents.
• Customs Clearance: Timely clearance of import/export shipments.
• Shipment Tracking: 100% visibility and timely follow-up of shipments.
• Compliance: Adherence to Customs, DGFT, GST, FEMA and other applicable regulations.
• Cost Control: Control of customs duty, freight, demurrage and detention costs.
• Banking & Remittance: Timely completion of import payment/remittance documentation.
• MIS & Records: Accurate and up-to-date import/export records and reports.
• Issue Resolution: Timely closure of customs, documentation and shipment-related issues.
• Internal Coordination: Effective coordination with Procurement, Finance, Warehouse, Logistics, Sales and Service.
• Audit Readiness: Complete and properly maintained documentation for audits and compliance reviews.

Requirements & Skills

• 3-8 years of experience in Import-Export Documentation / International Trade / Logistics.
• Experience in a B2B manufacturing, commercial equipment, engineering, appliances or similar industry preferred.
• Strong knowledge of import/export documentation and customs clearance processes.
• Good understanding of DGFT, Customs, GST, FEMA and EXIM procedures.
• Experience working with CHA/customs brokers, freight forwarders and shipping lines.
• Knowledge of import remittances, banking documentation and international payments.
• Advanced MS Excel and SAP B1 Skills.
• Excellent coordination, follow-up, documentation and problem-solving skills.
• Close attention to detail and ability to manage multiple shipments simultaneously.

Core Competencies

Import Documentation | Export Documentation | Customs Clearance | EXIM Compliance | Freight Forwarding | International Logistics | Import Remittance | Banking Coordination | Shipment Tracking | Cost Control | MIS & Reporting | Vendor & Stakeholder Management.