Deputy Manager- Export Documentation

Role & responsibilities

• Take end-to-end ownership of export documentation and shipment operations, from receipt of the customer order/contract through shipment, documentation, payment realization, and closure of the transaction.
• Oversee the preparation, verification, and accuracy of pre-shipment and post-shipment export documentation in accordance with customs regulations, contractual requirements, and LC/DA/DP terms.
• Review and ensure accuracy of key export documents including Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin, Insurance Certificate, shipping documents, and other statutory/commercial documents.
• Coordinate with banks for submission and negotiation/collection of export documents, ensuring compliance with LC terms and timely processing of export payments.
• Monitor and follow up on outstanding export payments and realization of export proceeds in coordination with the Finance team, customers, and banks.
• Liaise with Customs House Agents (CHA), freight forwarders, shipping lines, transporters, and other service providers to ensure timely customs clearance, shipment execution, and delivery.
• Monitor the complete shipment movement from exporter to buyer, including container planning, port handling, vessel schedules, transshipment, documentation, and delivery status.
• Coordinate with customers/buyers and provide regular updates on shipment status, documentation, estimated arrival, delivery schedules, and any delays or operational issues.
• Review customer Purchase Orders, Sales Contracts, LC terms, and agreed commercial conditions and plan shipments in line with contractual timelines and customer requirements.
• Act as the primary point of coordination between the company, buyer, banks, CHA, freight forwarders, shipping lines, suppliers, and internal teams to ensure smooth execution of export orders.
• Proactively identify and resolve documentation, customs, logistics, payment, and shipment-related issues, ensuring minimum disruption to the customer and business.
• Ensure compliance with applicable export regulations, customs requirements, DGFT guidelines, and statutory filings, including coordination for ECGC, REX, and other applicable registrations/filings.
• Manage documentation and claims related to export incentives, duty benefits, and other export-related schemes, wherever applicable.
• Maintain proper records and tracking of export orders, shipments, documentation, payments, and outstanding receivables to ensure complete transaction visibility.
• Take responsibility for meeting shipment and documentation deadlines and ensure that commitments made to customers are followed through to completion.
• Lead, train, and supervise the Export Documentation & Operations team, ensuring accuracy, accountability, timely execution, and adherence to defined processes.
• Review existing processes, identify gaps, delays, and operational inefficiencies, and implement improvements to enhance productivity, accuracy, compliance, and cost-effectiveness.
• Ensure ownership and accountability at every stage of the export cycle, proactively following up on pending activities rather than relying on multiple teams for closure.
• Maintain a customer-focused approach, ensuring smooth coordination with overseas buyers and timely resolution of their queries, documentation requirements, and shipment-related concerns.
• Ensure that every export transaction is properly documented, financially closed, and completed from exporter to final buyer/delivery stage.

Preferred candidate profile

1. End to end experience in export documentation

2. Team handling experience will be added advantage

Candidate willing to travel to Wagle Estate Thane for 6 days a week.