Export Documentation - Executive/Assistant Manager in Bhopal, भारत

Job Summary

We are looking for detail-oriented and experienced professionals to manage export documentation and shipment coordination activities. The ideal candidates should have a strong understanding of export documentation, customs procedures, shipping operations, and international trade requirements.

The Assistant Manager will additionally be responsible for leading the documentation team, monitoring shipment execution, and ensuring timely and accurate completion of export documentation.

Key Responsibilities

• Prepare, verify, and manage end-to-end export documentation, including Commercial Invoices, Packing Lists, Shipping Bills, Bills of Lading, Certificates of Origin, Phytosanitary Certificates, Fumigation Certificates, and other buyer-specific documents.

• Coordinate with international buyers, shipping lines, CHA, freight forwarders, customs authorities, and internal departments.

• Ensure compliance with Indian Customs procedures, ICEGATE, HS Codes, export regulations, Incoterms, and buyer-specific requirements.

• Monitor container shipments, shipping schedules, documentation deadlines, and shipping line cut-offs.

• Ensure timely preparation and submission of export documents to avoid shipment delays and discrepancies.

• Maintain shipment trackers, documentation records, MIS reports, and operational data using MS Excel and Google Sheets.

• Handle Letters of Credit (LC), buyer-specific documentation requirements, and identify discrepancies before shipment execution.

• Follow up proactively with stakeholders to ensure smooth shipment execution and resolve operational issues.

• Maintain accuracy, compliance, and accountability across all export documentation activities.

Additional Responsibilities – Assistant Manager

• Lead, supervise, and allocate work to the export documentation team.

• Monitor team performance, daily shipment execution, and documentation accuracy.

• Independently manage the complete export documentation cycle.

• Resolve complex documentation and operational issues.

• Ensure adherence to shipment timelines, shipping line cut-offs, and daily execution targets.

• Identify process improvements and implement measures to enhance operational efficiency and control costs.

• Prepare and review MIS reports, shipment trackers, and performance dashboards.

Required Skills & Competencies

• Strong knowledge of export documentation and international trade procedures.

• Understanding of shipping line processes, port operations, customs clearance, and container shipments.

• Proficiency in MS Excel and Google Sheets, including formulas, lookups, PivotTables, shipment trackers, and MIS reporting.

• Excellent written and verbal English communication skills.

• Strong professional email drafting and coordination skills.

• Good organisational, analytical, and problem-solving abilities.

• Ability to manage multiple shipments simultaneously and work under pressure.

• Strong attention to detail, deadline management, and follow-up skills.

For the Assistant Manager position: Prior team-handling experience and the ability to independently manage export documentation operations are preferred.