Export Documentation Executive

Role & responsibilities

Job Title: Export Documentation & Filing Executive

Job Responsibilities

• Handle end-to-end Export Documentation & Filing activities for sea and air export shipments.
• Prepare, verify, and process export documentation required for customs clearance and shipment processing.
• Handle preparation and filing of Shipping Bills and ensure accurate submission of shipment details.
• Check and verify commercial invoices, packing lists, purchase orders, shipping instructions, and other supporting documents.
• Coordinate with customers to collect complete and accurate export documents.
• Coordinate with customs brokers, customs authorities, shipping lines, airlines, CFS/ICD, transporters, and internal operations teams.
• Verify HS codes, product descriptions, quantity, value, country of origin, and other shipment details.
• Ensure documentation is complete and accurate before customs filing.
• Coordinate with the customs clearance team for timely export customs clearance.
• Follow up on customs queries,assessment, examination, and pending documentation.
• Coordinate with shipping lines and airlines for booking details, cut-off times, and shipment documentation.
• Prepare and verify Bill of Lading (BL), Air Waybill (AWB), HBL, HAWB, and other shipment documents as applicable.
• Coordinate with customers and shipping lines for Shipping Instructions (SI) and Bill of Lading drafts.
• Ensure timely submission of documents to customs, shipping lines, airlines, and overseas agents.
• Coordinate for Let Export Order (LEO) and other customs clearance requirements.
• Prepare and send pre-alerts and shipment documents to overseas agents.
• Maintain proper records of Shipping Bills, supporting documents, and export clearance files.
• Handle documentation discrepancies and coordinate with relevant parties for corrections.
• Maintain accurate records for audits and future reference.
• Provide regular updates on documentation and clearance status to customers and management.

Mandatory Knowledge

Candidates must have practical and hands-on knowledge of:

• Export documentation and customs filing procedures.
• Shipping Bill preparation and filing.
• Export customs clearance process.
• Commercial Invoice and Packing List verification.
• Bill of Lading (BL) / Air Waybill (AWB).
• HBL / HAWB documentation.
• Shipping Instructions (SI) and Bill of Lading draft verification.
• HS Code and basic classification understanding.
• Customs assessment, examination, and LEO process.
• Export documentation and shipment cut-off procedures.
• Coordination with shipping lines, airlines, CFS/ICD, customs brokers, customers, and overseas agents.
• MS Excel and basic documentation systems.

Candidate Profile

• Experience in Export Documentation / Customs Clearance / Freight Forwarding / Logistics.
• Experience with an international freight forwarder or customs broker will be preferred.
• Strong attention to detail and documentation accuracy.
• Good communication and coordination skills.
• Strong follow-up and problem-solving abilities.
• Ability to handle multiple shipments and meet strict customs and shipping line/airline deadlines.

Location: Kandivali