Export Documentation Executive

National Carriers Corporation

Job Title

Export Documentation Executive

Department

Logistics / Supply Chain / Exports

Reporting To

Export Manager / Operations Head

1. Daily Executive Checklist (Step-wise)

• Check daily shipment schedule (factory stuffing / port stuffing).
• Verify pending export documents and deadlines.
• Follow up with CHA, transporter, shipping line, and client.
• Track vessel cut-off, SI cut-off, and gate-in status.
• Update shipment status in ONS software.
• Respond to client emails and internal coordination mails.
• Ensure all export documents are prepared and submitted on time.
• Close completed shipments and file records (soft & hard copies).

2. ONS Software Knowledge & Usage

• Create export shipment files in ONS.
• Enter shipper, consignee, commodity, HS code, and invoice details.
• Upload and update documents (Invoice, Packing List, Shipping Bill).
• Track shipment status (booking, gate-in, sailing, BL release).
• Generate shipment reports for management.
• Maintain accurate data entry and audit readiness.

3. Export Documentation (Core Responsibility)Step-wise Process:

• Receive export order details from client.
• Prepare Commercial Invoice.
• Prepare Packing List.
• Verify IEC, GST, AD code, and exporter registration.
• Coordinate with CHA for Shipping Bill filing.
• Verify Shipping Bill details (HS Code, FOB value, scheme).
• Check Let Export Order (LEO) status.
• Coordinate for BL Draft approval.
• Ensure final Bill of Lading (BL) issuance.
• Dispatch documents to client/bank as required.

4. E-Sanchit Documentation Handling

• Upload mandatory export documents on ICEGATE:
• Invoice
• Packing List
• Certificate of Origin
• AD Code Letter
• LUT / Bond
• Validate document formats and size.
• Coordinate with CHA for successful E-Sanchit linkage.
• Resolve rejection or query issues raised by Customs.
• Maintain E-Sanchit reference numbers for records.

5. Freight Coordination & Cost Management

• Coordinate with freight forwarders and shipping lines.
• Request and compare freight rates (FCL / LCL / Air).
• Finalize rates after management approval.
• Share freight confirmation with client.
• Track freight invoices and verify charges.
• Ensure freight payment status and documentation closure.

6. LR (Lorry Receipt) & Transport Coordination

• Arrange transport for factory stuffing or port delivery.
• Collect LR copy from transporter.
• Verify vehicle number, container number, and seal number.
• Share LR details with CHA and client.
• Track vehicle movement and gate-in confirmation.
• Resolve transport delays or issues immediately.

7. Client Coordination & Follow-Up

• Daily communication with export clients.
• Share shipment status updates.
• Clarify documentation requirements.
• Follow up for approvals (BL draft, invoices).
• Handle client queries professionally.
• Escalate issues internally when required.

8. Email Drafting & Professional Communication

• Draft clear and professional emails to:
• Clients
• Shipping lines
• CHA
• Transporters
• Internal teams
• Send shipment updates, reminders, and confirmations.
• Maintain proper email etiquette and documentation trail.
• Ensure timely responses and follow-ups.

9. Hardcore Logistics Operations Knowledge

• Understanding of Incoterms (FOB, CIF, EXW, etc.).
• Knowledge of port operations and container movement.
• Awareness of customs procedures and compliance.
• Handling time-critical shipments.
• Managing multiple shipments simultaneously.
• Problem-solving during delays, rollovers, or documentation issues.

10. Record Maintenance & Compliance

• Maintain shipment-wise files (physical & digital).
• Ensure compliance with DGFT & Customs norms.
• Maintain audit-ready documentation.
• Support management during internal or external audits.

Required Skills & Qualifications

• Graduate (preferably in Logistics / Commerce).
• 1–3 years experience in export documentation.
• Strong knowledge of Customs & Shipping procedures.
• Hands-on experience with ONS or similar logistics software.
• Good communication & coordination skills.
• Ability to work under pressure and deadlines.

National Carriers Corporation

508/509 5th Floor, Raheja Plaza, Veera Desai Road,

Andheri (West), Mumbai-400053

WWW.national-carriers.com

hr1@nationalcarriers.com

HR Team (ARUN)

Contact: +91 90044 56039,

Job Type: Full-time

Pay: ₹14,000.00 - ₹33,000.51 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person