Sr. Export Executive

JOB DESCRIPTIONExport Executive – Pharmaceutical Division

Department: International Business / Export Operations
Position: Export Executive – Pharmaceuticals
Location: [City, India]
Employment Type: Full-Time
Experience Required: 2–5 Years
Industry: Pharmaceutical Export / Merchant Export / International Trade
Reporting To: Export Manager / Director – International Business

1. Job Summary

We are seeking a detail-oriented and proactive Pharmaceutical Export Executive to manage end-to-end export operations, from purchase order confirmation to final delivery of pharmaceutical products to international customers.

The ideal candidate should have practical knowledge of pharmaceutical export documentation, international shipping, regulatory compliance, freight forwarding, customs clearance, and coordination with pharmaceutical manufacturers.

The candidate will be responsible for ensuring timely shipments, accurate documentation, regulatory compliance, and effective communication with overseas customers, particularly in African markets.

2. Key Responsibilities

A. Export Order Management

• Handle international purchase orders and maintain order execution records.
• Coordinate with manufacturers regarding product availability, pricing, production timelines, and dispatch schedules.
• Prepare Proforma Invoices (PI) and Commercial Invoices.
• Monitor pending orders and ensure timely execution.
• Maintain customer-wise and country-wise export order trackers.

B. Export Documentation

Prepare, verify, and maintain all necessary export documents, including:

• Proforma Invoice
• Commercial Export Invoice
• Packing List
• Shipping Bill
• Certificate of Origin (COO)
• Bill of Lading (BL) / Airway Bill (AWB)
• Certificate of Analysis (COA)
• Certificate of Pharmaceutical Product (COPP), wherever applicable
• Insurance Certificate
• MSDS / SDS, wherever applicable
• Other country-specific regulatory and shipping documents

Ensure consistency of product names, batch numbers, manufacturing dates, expiry dates, quantities, HS codes, and consignee information across all documents.

C. Pharmaceutical Regulatory Coordination

• Coordinate with manufacturers for product registration and regulatory documentation.
• Verify product artwork, labels, cartons, and package inserts against approved requirements.
• Ensure export packaging complies with destination-country requirements.
• Coordinate for Free Sale Certificates, WHO-GMP certificates, manufacturing licences, and other required documents.
• Maintain product-wise and country-wise regulatory documentation records.
• Coordinate with QA and regulatory teams for document approvals before shipment.

D. Logistics & Shipment Coordination

• Coordinate with freight forwarders, CHA/customs brokers, airlines, and shipping lines.
• Obtain and compare air and sea freight quotations.
• Arrange timely cargo pickup and dispatch.
• Track shipments from factory dispatch to final destination.
• Monitor vessel schedules, cargo rollovers, transit delays, and delivery timelines.
• Verify draft BL/AWB before final issuance.
• Maintain daily shipment tracking reports.

E. Customs & Export Compliance

• Coordinate customs clearance and Shipping Bill filing.
• Verify IEC, GST, LUT, AD Code, HS Code, and other applicable export requirements.
• Ensure compliance with DGFT and applicable pharmaceutical export regulations.
• Coordinate with relevant authorities for export-related permissions wherever required.
• Maintain records for GST refund and export incentive claims, where applicable.

F. International Customer Coordination

• Communicate professionally with overseas customers through email, telephone, and WhatsApp.
• Provide regular production and shipment updates.
• Share shipping documents and shipment tracking information.
• Resolve documentation discrepancies and shipment-related queries.
• Coordinate with customers regarding import permits and destination-country documentation requirements.

G. Payment & Banking Coordination

• Maintain customer payment records and outstanding statements.
• Coordinate with the accounts department regarding advance payments and balance payments.
• Assist with LC documentation, bank submission, and export payment reconciliation.
• Track e-BRC and export payment realisation in coordination with the finance team.

3. Mandatory Skills & Qualifications

Educational Qualification:

• Graduate in B.Pharm, B.Sc., B.Com, BBA, International Business, or a related discipline.
• Diploma or certification in Export-Import Management will be an added advantage.

Experience:

• Minimum 2 years of experience in pharmaceutical exports, international logistics, or export documentation.
• Previous experience working with a pharmaceutical merchant exporter or manufacturer is preferred.

Technical Skills:

• Strong knowledge of MS Excel, Word, and Outlook.
• Experience with export documentation and shipment tracking.
• Understanding of Incoterms (EXW, FOB, CIF, CFR, CIP, etc.).
• Familiarity with DGFT, ICEGATE, GST, and customs procedures.
• Knowledge of air and sea cargo operations.
• Experience using ERP, Tally, or export management software is advantageous.

4. Preferred Candidate Profile

Preference will be given to candidates who have:

• Experience exporting pharmaceuticals to West and Central African countries.
• Knowledge of French-speaking African markets.
• Experience coordinating with multiple pharmaceutical manufacturers.
• Understanding of pharmaceutical product registration and export compliance.
• Strong negotiation skills with freight forwarders.
• Excellent written and verbal English communication.
• Ability to independently manage multiple export shipments.

French-language proficiency will be an added advantage.

5. Key Performance Indicators (KPIs)Performance AreaExpected KPIExport documentation100% accuracy targetShipment executionDispatch within agreed timelinesShipment trackingDaily updatesRegulatory complianceZero avoidable non-complianceCustomer communicationResponse within 24 working hoursCost managementOptimisation of freight expensesOrder managementWeekly order status reportingDocument managementComplete shipment-wise records6. Expected Deliverables

The selected candidate will be responsible for maintaining:

• Daily Export Order Status Report
• Manufacturer Production Follow-up Tracker
• BL/AWB Shipment Tracking Report
• Export Documentation Checklist
• Product Artwork & Leaflet Approval Tracker
• Country-wise Regulatory Document Checklist
• Customer Payment & Outstanding Tracker
• Monthly Export Performance Report

7. Salary & Benefits

Salary: As per experience and industry standards.
Incentives: Performance-based incentives, subject to company policy.
Working Days: As per company policy.

Our Ideal Candidate

We are looking for someone who takes complete ownership of export operations, identifies potential shipment delays in advance, maintains documentation accuracy, and ensures smooth coordination between manufacturers, logistics partners, regulatory teams, and international customers.

The candidate must be capable of independently handling pharmaceutical export shipments from India to overseas destinations with minimal supervision.

Pay: ₹15,000.00 - ₹22,000.00 per month

Benefits:

• Paid time off
• Work from home

Work Location: Hybrid remote in Bhopal, Madhya Pradesh