Executive/Sr.Executive-Import & Export Documentation (EXIM)

The position will be responsible for managing and coordinating Import and Export (EXIM) documentation and related records for the organization. The role will ensure timely preparation, verification, submission, tracking, and maintenance of all required EXIM documents and records in coordination with internal teams, customers, suppliers, logistics partners, banks, and other relevant stakeholders.

KEY ACCOUNTABILITIES

A. Import & Export Documentation

• Prepare, verify, and maintain import and export documentation as per business and regulatory requirements.
• Handle documentation related to commercial invoices, packing lists, bills of lading / airway bills, certificates of origin, insurance documents, shipping documents, and other relevant EXIM documents.
• Ensure accuracy and completeness of documentation before submission to concerned stakeholders.
• Coordinate documentation requirements for shipments from initiation to completion.
• Maintain proper records of all import and export transactions.

B. Shipment & Logistics Coordination

• Coordinate with freight forwarders, shipping lines, customs brokers, transporters, banks, suppliers, and customers for documentation and shipment-related requirements.
• Track shipment documentation and ensure timely submission of required documents.
• Follow up on pending documents and resolve documentation discrepancies.
• Coordinate with internal teams to ensure shipment-related information is accurate and available on time.

C. Record Management & Reporting

• Maintain and regularly update EXIM documentation, shipment records, registers, and databases.
• Ensure proper filing and retrieval of import/export documents.
• Prepare periodic MIS and reports related to import and export transactions.
• Track pending documentation, shipments, and other critical EXIM activities.
• Ensure records are accurate, complete, and updated on a regular basis.

D. Compliance & Documentation Control

• Ensure EXIM documentation is prepared and maintained in accordance with applicable company procedures and regulatory requirements.
• Coordinate with relevant internal and external stakeholders for compliance-related documentation.
• Identify documentation gaps or discrepancies and ensure timely rectification.
• Maintain confidentiality and integrity of commercial and shipment-related information.

E. Internal & External Coordination

• Coordinate closely with Finance, Procurement, Sales, Supply Chain, Logistics, and other relevant functions.
• Support the reporting managers in resolving documentation and shipment-related issues.
• Maintain effective communication with external agencies and service providers.
• Provide timely updates to management on shipment status, documentation, and pending matters.