Documentation executive- Freight Forwarding

Job Title: Documentation Executive – Freight Forwarding
Department: Freight Forwarding / EXIM Operations
Location: Office-based .
Reporting To: Operations Manager / EXIM Head

Job Summary
The Documentation Executive – Freight Forwarding is responsible for preparing, reviewing, and coordinating end-to-end export and import documentation to ensure smooth customs clearance and shipment execution. The role requires close coordination with customers, CHAs, shipping lines, and internal logistics teams to ensure compliance, accuracy, and timely movement of cargo.

Key Responsibilities
Export Documentation

• Prepare and verify export documents including:

o Commercial Invoice & Packing List
o Shipping Bill
o HBL / MBL
o Certificate of Origin
o Insurance & supporting documents

• Coordinate with CHA and shipping lines for timely filing and approvals.
• Track milestones such as LEO, EGM filing, sailing confirmation.
• Handle amendments, corrections, and customs queries.

Import Documentation

• Coordinate preparation of:

o Bill of Entry (Home Consumption / In-Bond / Ex-Bond)
o Delivery Orders & arrival notices

• Liaise with CHA for assessment, duty payment, examination, and OOC.
• Monitor free days, detention, demurrage, and escalate risks in advance.
• Support clients with document clarification and regulatory guidance.

Freight Forwarding Coordination

• Coordinate with shipping lines, airlines, and overseas agents for:

o Booking confirmations
o BL instructions o Document releases (Telex / Original BL)

• Ensure correct freight terms (FOB / CIF / EXW / DDP etc.) are reflected in documents.
• Support billing teams with accurate shipment data and documentation.

Compliance & Record Management

• Ensure adherence to Customs, DGFT, GST, and FEMA regulations.
• Maintain shipment-wise documentation records (physical & digital).
• Assist in audits, incentive claims, and internal compliance checks.

Communication & Reporting

• Act as a documentation SPOC for assigned customers and shipments.
• Share timely status updates with operations and logistics teams.
• Prepare MIS reports for pending documentation and clearance status.

Required Skills & Competencies

• Strong knowledge of freight forwarding documentation & customs procedures
• High attention to detail and documentation accuracy
• Familiarity with ICEGATE, shipping line portals, freight systems
• Good written and verbal communication skills
• Ability to manage multiple shipments under deadlines
• Proficiency in MS Excel, email, and document management systems

Qualifications & Experience

• Graduate / Diploma in EXIM, Logistics, or Supply Chain Management
• 2–5 years of experience in freight forwarding / CHA / logistics company

Key Performance Indicators (KPIs)

• Accuracy and timeliness of documentation
• Reduction in amendments and customs objections
• On-time shipment execution support
• Compliance adherence
• Customer satisfaction scores

Career Growth Path

• Senior Documentation Executive
• EXIM Coordinator / Team Lead
• Freight Forwarding Manager

Job Type: Full-time

Work Location: In person