We are looking for a detail-oriented Documentation Specialist with hands-on experience in shipping, logistics, freight forwarding and international trade documentation. The candidate will be responsible for preparing, checking, coordinating and maintaining shipping and export/import documentation while ensuring timely submission to shipping lines, freight forwarders, customs agents, banks and customers.

The ideal candidate should have strong knowledge of containerized shipments, Bills of Lading, shipping instructions, commercial documentation, customs documentation and export processes.

Key Responsibilities

- Shipping Documentation

Prepare and coordinate Shipping Instructions (SI) with shipping lines and freight forwarders.

Verify and coordinate issuance of Original Bill of Lading (OBL), Sea Waybill and Telex Release documents.

Check B/L drafts for accuracy of consignee, notify party, cargo description, quantity, weight, container numbers and other details.

Coordinate B/L amendments and corrections with shipping lines.

Track vessel schedules, ETD, ETA, transshipment and port movements.

Maintain shipment-wise documentation records.

- Export & Import Documentation

Prepare and verify:

Commercial Invoices

Packing Lists

Certificates of Origin

Phytosanitary Certificates

Fumigation Certificates

Inspection Certificates

Weight Certificates

Insurance Documents

Export/Import declarations

Other country/customer-specific documentation

Coordinate with customs brokers/CHA, freight forwarders, shipping lines and port authorities.

Ensure documentation is compliant with customer, country and regulatory requirements.

- Letter of Credit / Banking Documentation

Handle documentation for LC, CAD, DP and other trade-payment transactions.

Review LC terms and ensure shipping documents comply with documentary requirements.





Coordinate with banks for document submission and discrepancy resolution.

Maintain records of document submission and bank acceptance.

- Shipment Coordination

Coordinate with procurement, sales, warehouse, finance and logistics teams.

Follow up with freight forwarders and shipping lines for:

Booking confirmations

Container allocation

Empty container release

Stuffing

VGM

SI submission

BL issuance

Vessel departure

Maintain a shipment tracker with real-time status.

- Documentation Control

Maintain accurate digital and physical records of all shipment documents.

Ensure documents are uploaded and filed systematically.

Maintain shipment-wise folders and documentation checklists.

Monitor pending documents and follow up with responsible departments.

Ensure timely dispatch of OBLs and other original documents to customers/banks.

- Coordination & Follow-up

Communicate professionally with shipping lines, freight forwarders, customs agents, surveyors, warehouses and customers.

Resolve documentation discrepancies quickly.

Follow up proactively on delayed documents.

Escalate critical shipment/documentation issues to management.

Required Experience

3–7 years of experience in shipping, logistics, freight forwarding, export documentation or international trade.

Robust experience in containerized ocean shipments.

Practical knowledge of Bill of Lading, Shipping Instructions, VGM, vessel schedules and export documentation.

Experience dealing with shipping lines and freight forwarders.





Experience in handling international customers and suppliers will be preferred.

Experience in agri-commodity exports, food commodities, cashew, cocoa, sesame, grains or similar products will be an advantage.

Required Skills

Excellent attention to detail.

Strong follow-up and coordination skills.

Good written and verbal communication.

Strong MS Excel and MS Office skills.

Ability to manage multiple shipments simultaneously.

Ability to work under tight deadlines.

Strong document-control and filing discipline.

Problem-solving and discrepancy-resolution skills.

Good understanding of international shipping terminology.

Preferred Knowledge

Knowledge of the following will be an added advantage:

Incoterms – FOB, CFR, CIF, CNF, etc.

LC / CAD / DP transactions

Customs and export procedures

Container logistics

Port operations

Freight forwarding

Cargo insurance

Trade finance documentation

Shipping line portals

ERP/logistics management systems

Key Performance Indicators (KPIs)

Accuracy of shipping documentation

Timely submission of Shipping Instructions

Timely receipt and release of Bills of Lading

Number of documentation discrepancies

On-time submission of documents to customers/banks

Shipment documentation turnaround time

Accuracy of shipment tracking

Pending-document ageing

- Compliance with customer and regulatory requirements

Candidate Profile The ideal candidate is highly organized, proactive and detail-oriented, with the ability to independently manage documentation for multiple international shipments. The person should be comfortable coordinating with multiple stakeholders across different countries and time zones.

Experience with international commodity trading and exports will be strongly preferred.

📌 Documentation Specialist (Gurugram)
🏢 TRANZAF GROUP
📍 Gurugram