Export Documentation Manager

Job Description: Export Documentation Manager
Position: Export Documentation Manager
Department: Export / International Logistics
Location: Bandra
Reports To: Export Head / Supply Chain Manager
Role Summary

The Export Documentation Manager is responsible for overseeing all export-related documentation, compliance, and coordination with internal teams, freight forwarders, shipping lines, and government authorities. The role ensures accuracy, timely shipment execution, and adherence to international trade regulations.

Key Responsibilities1. Documentation Management

• Prepare, verify, and finalize all export documentation including invoice, packing list, COO, BL/AWB, COO, Certificate of Analysis, and other regulatory documents.
• Ensure all documents comply with customs, shipping, and buyer requirements.
• Review Letters of Credit (LCs) and ensure strict adherence during documentation.

2. Compliance & Regulatory Requirements

• Ensure compliance with INCOTERMS, DGFT policies, customs laws, FEMA regulations, and international trade rules.
• Coordinate for pre-shipment and post-shipment documentation, including bank submissions under LC or collection.
• Manage export incentives such as RoDTEP, DBK, EPCG, etc. (if applicable).

3. Shipment Coordination

• Coordinate with freight forwarders, CHA, shipping lines, airlines, and transporters.
• Track shipment schedules, cargo readiness, and container bookings.
• Ensure timely dispatch, vessel planning, and export clearance.

4. Customer & Stakeholder Coordination

• Communicate with international buyers for documentation approvals and shipment instructions.
• Coordinate with production, packaging, quality, and logistics teams for shipment planning.
• Resolve document discrepancies and customer queries.

5. Record Management & Reporting

• Maintain accurate documentation records for audits and compliance purposes.
• Prepare MIS reports regarding shipment status, documentation cycle time, and banking submissions.
• Manage document filing (digital and physical) and contract archives.

Required Skills & Competencies

• Strong knowledge of export documentation, INCOTERMS, and customs procedures.
• Expertise in LC documentation, export shipping, and duty drawback systems.
• Familiarity with EDI filing, DGFT portal, ICEGATE, and export regulatory systems.
• Excellent attention-to-detail and time management.
• Strong communication and coordination abilities.
• Proficiency in MS Office and ERP systems (SAP/Tally/or similar).

Qualifications & Experience

• Education: Graduate/Postgraduate in International Business, Commerce, Logistics, or related field.
• Experience: 5–12 years of exhaustive experience in export documentation within a trading or manufacturing company.
• Prior experience handling LC documents and global export markets is a strong advantage.

Key Performance Indicators (KPIs)

• Accuracy of export documentation
• Timely shipment execution
• Reduction in document discrepancies / LC discrepancies
• On-time submission of shipping documents
• Compliance adherence (internal & external audits)

Job Types: Full-time, Permanent

Pay: ₹1,200,000.00 - ₹2,100,000.00 per year

Work Location: In person