Export Documentation Assistant

Role & responsibilities

1. Export Documentation

• Prepare Commercial Invoice and Packing List for every export shipment, ensuring accuracy of quantity, value, HS code, and buyer details
• Prepare and process Certificate of Origin (COO)
• Maintain shipment-wise document records (Invoice, Packing List, COO, B/L, etc.) for audit and reference

2. Coordination with Transporter / Freight Forwarder / CHA

• Coordinate with transporters for timely pickup and delivery of cargo to port/warehouse
• Liaise with freight forwarders for booking, shipping schedules, and container availability
• Coordinate with Customs House Agent (CHA) for customs clearance, shipping bill filing, and resolving any documentation queries
• Track shipment status and proactively update internal stakeholders

3. Internal Coordination

• Coordinate with the Accounts team for invoicing, payment terms, and export incentive/documentation requirements (e.g., BRC, GST-related export docs)
• Coordinate with the Dispatch team to align production/stock readiness with shipment schedules
• Follow up on Purchase Order (PO) related issues and resolve discrepancies between PO, invoice, and dispatch

4. General

• Ensure compliance with export regulations (DGFT, Customs, FEMA as applicable)
• Maintain MIS/trackers for shipment status, pending documentation, and follow-ups
• Handle ad-hoc coordination and problem-solving related to shipments in transit

Key Deliverables

• Commercial Invoice, Packing List and COO prepared correctly and on time for every export shipment
• Complete shipment-wise document files (Invoice, Packing List, COO, B/L, etc.) maintained and audit-ready
• Timely cargo pickup, booking, customs clearance and shipping bill filing for each shipment
• PO, invoice and dispatch details matched, with any differences flagged and followed up
• Export incentive and realization documents (BRC, GST-related export docs) provided to Accounts on time
• Up-to-date MIS / shipment trackers with status of shipments, pending documents and follow-ups
• Regular shipment status updates to the team
• Work done as per DGFT, Customs and FEMA guidelines, with guidance from seniors

Required Qualifications & Skills

• Graduate in any stream
• Basic knowledge of MS Excel and MS Word (typing, simple tables, data entry)
• Basic understanding of export documents (Invoice, Packing List, COO, B/L) is an advantage, not mandatory
• Willingness to learn export procedures; training will be given on the job
• Careful and accurate in documentation work
• Good follow-up and coordination skills, with a responsible attitude
• Able to communicate in Hindi and basic English

Experience

0-2 years of experience. Freshers with a good learning attitude can apply. Prior experience in export documentation, dispatch or logistics coordination is an advantage but not required.