Executive-Logistics

Job Description:                                                                  JD No.: OSII-14/Material/4/A

Job Title:	Executive - Logistics		Function:	Logistics
Job Holder:	-		Location:	Taloja, Navi Mumbai
Reports to:	Manager- Materials		Reportees:	-
Level:	M4		Updated:	3rd September, 2026

Position Summary:

The Logistics Executive will be responsible for coordinating and managing end-to-end import and export logistics activities, ensuring timely movement of materials, compliance with customs and regulatory requirements, cost optimization, and seamless coordination among suppliers, freight forwarders, customs agents, project teams, warehouses, and external stakeholders.

The role requires expertise in international logistics, customs documentation, freight management, regulatory compliance (SIMS, BIS, DGFT, Customs), and shipment tracking to support project execution and operational continuity.

Key Responsibilities:

Import Logistics Management

Freight Forwarder Management

• Source, evaluate, and develop freight forwarding partners for air and sea shipments.
• Obtain freight quotations based on shipment weight, dimensions, urgency, and project schedules.
• Compare freight quotations based on commercial terms, transit time, ETA, and service performance.
• Finalize freight forwarding nominations and communicate selections to suppliers and stakeholders.
• Create and release freight forwarding Purchase Orders in ERP.

Shipment Coordination

• Coordinate with suppliers for shipment readiness.
• Monitor shipment movement from origin to destination.
• Track cargo status and proactively resolve transportation issues.
• Coordinate with Freight Forwarders, Customs House Agents (CHA), suppliers, and internal stakeholders.

Customs Documentation & Compliance

• Prepare and submit documentation required for Advance Bill of Entry filing.
• Coordinate with Customs House Agents for timely customs clearance.
• Respond to customs queries and support clearance activities.
• Generate and issue E-Way Bills for inbound shipments.
• Approve transportation charges from ports to company facilities.

Regulatory Compliance

• Prepare and submit SIMS declarations within prescribed timelines for applicable products.

• Prepare and submit BIS-related documentation as required by regulations.

• Interpret and verify HSN classification requirements.

• Maintain compliance with Customs, DGFT, BIS, SIMS, and other regulatory authorities.

• Ensure accurate submission of Mill Test Certificate (MTC) information including:

• Chemical properties

• Mechanical properties

• Heat numbers

• Material specifications

• Product certifications

• Avoid compliance delays, penalties, shipment holds, and operational disruptions.

Material Receipt Coordination

• Coordinate with warehouse, stores, and security teams for incoming material receipt.
• Facilitate visual inspection and quantity verification of received cargo.
• Support discrepancy resolution with suppliers and freight partners.

Insurance Administration

• Coordinate cargo insurance declarations and reporting.
• Prepare periodic insurance documentation and reports.

Export Logistics Management

Export Planning & Coordination

• Coordinate export shipments of finished goods to domestic and international customers.
• Plan logistics activities according to project schedules and customer delivery commitments.
• Arrange transportation from plant to port or airport.

Packaging & Logistics Procurement

• Obtain quotations for export packaging materials.
• Prepare cost comparisons and procurement recommendations.
• Coordinate packaging material procurement and availability.

Freight Management

• Obtain export freight quotations from freight forwarders.

• Evaluate freight proposals based on:

• Cost

• Transit time

• Reliability

• Destination requirements

• Finalize logistics arrangements to meet customer delivery schedules.

Export Documentation

• Prepare and verify export documentation including:

• Commercial Invoice

• Packing List

• Shipping Bill documents

• Certificate of Origin

• Insurance documents

• Customer-specific documentation

• Coordinate with CHA for timely filing of Shipping Bills.

• Review and approve export documentation checklists.

Customer & Project Coordination

• Compile shipping documents and provide them to project teams and customers.
• Ensure timely document transmission for payment and project milestones.

Special Shipment Handling

• Manage Free of Cost (FOC), sample, repair, and non-commercial shipments.
• Coordinate with banks and regulatory authorities for GR Waiver requirements.
• Support special approvals and statutory documentation.

Export Insurance

• Coordinate transit insurance requirements for export consignments.
• Ensure adequate coverage and documentation.

Compliance & Documentation

• Ensure full compliance with import/export regulations and company policies.
• Maintain accurate logistics records and shipment documentation.
• Prepare periodic logistics MIS reports and shipment status updates.
• Maintain audit-ready documentation for customs and statutory compliance.
• Support internal and external audits related to logistics activities.

Key Performance Indicators (KPIs)

• On-time import clearance.
• On-time export dispatch.
• Freight cost optimization.
• Customs compliance accuracy.
• SIMS and BIS submission timeliness.
• Shipment tracking effectiveness.
• Reduction in demurrage, detention, and storage charges.
• Documentation accuracy.
• Freight forwarder performance management.
• Customer delivery adherence.

	Must have
Qualifications:	- Graduate, Logistics, Supply Chain, International Business, Engineering, or related field. - Diploma/Certification in Export Import Management will be an added advantage.
Experience:	- Minimum 2 to 3 years of experience in Import-Export Logistics. - Experience in project-based manufacturing, engineering, EPC, fabrication, heavy engineering, or industrial sectors preferred. - Hands-on experience with customs processes, freight forwarding, and CHA coordination.
Competencies:-	Functional	Behavioral
·         Import & Export Documentation ·         Customs Clearance Procedures ·         Freight Forwarding Management ·         SIMS Compliance ·         BIS Compliance ·         DGFT Regulations ·         E-Way Bill Generation ·         Incoterms ·         HSN Classification ·         Cargo Insurance Management ·         ERP Systems (Glovia/SAP/Oracle/ERP) ·         Effective Communication Skills ·         Interpersonal skills ·         Strong Problem identification skills. ·         Awareness on QMS & ERP ·         Anticipates and overcomes obstacles. ·         Project management skills ·         Negotiation Skills ·         Knowledge of EXIM procedures	·         Strong coordination and follow-up skills ·         Attention to detail ·         Analytical and commercial acumen ·         Ability to work under timeline pressure ·         Problem-solving mindset ·         Effective communication and stakeholder management ·         Negotiation skills
Special Requirements:	Proficiency in the use of common software packages including Microsoft Office suite - Word, Excel, Power Point. Working Knowledge of ERP Software will be an added advantage.