Job Description – Export Documentation Executive

Position: Export Documentation Executive
Experience: Minimum 4 Years
Employment Type: Full-Time
Department: Export / Logistics / Documentation
Location: Gandhidham, Kutch, Gujarat

Job Summary

We are looking for an experienced and detail-oriented Export Documentation Executive to manage end-to-end export documentation for high-volume shipments. The candidate will be responsible for accurate and timely preparation, verification, coordination, and submission of pre-shipment and post-shipment export documents while ensuring compliance with customer, shipping line, bank, customs, and regulatory requirements.

The ideal candidate should be capable of independently handling voluminous export documentation and multiple shipments simultaneously, with strong attention to detail, excellent coordination skills, and the ability to work under tight deadlines.

Key ResponsibilitiesPre-Shipment Documentation

- Prepare and verify export documentation including:
- Commercial Invoice
- Packing List
- Shipping Instructions
- Certificate of Origin
- Bill of Exchange, where applicable
- Inspection / Fumigation / Health / Phytosanitary Certificates, as applicable
- Other customer- or country-specific export documents
- Coordinate with the Sales, Warehouse, Production, Logistics, CHA/Customs Broker, and Shipping Line teams.
- Verify shipment details such as product description, quantity, HS code, FOB/CIF value, consignee details, country of origin, and shipping terms.
- Prepare and submit documentation within required cut-off timelines.
- Coordinate with customers and freight forwarders for documentation requirements and amendments.
- Ensure accuracy of documents before shipment and avoid discrepancies.

Shipment & Customs Coordination

- Coordinate with CHA/customs brokers for smooth filing and clearance of export shipments.
- Monitor shipping schedules, vessel details, container information, and documentation cut-offs.
- Ensure shipping instructions and other required documents are submitted on time.




- Track multiple shipments simultaneously and maintain shipment-wise documentation records.
- Resolve documentation issues quickly to prevent shipment delays.

Post-Shipment Documentation

- Prepare and verify post-shipment documents such as:
- Bill of Lading / Sea Waybill
- Final Commercial Invoice & Packing List
- Certificate of Origin
- Shipping Bill
- Export General Manifest (EGM) related documentation
- Bank submission documents
- Courier / dispatch documents
- Customer-specific documentation
- Coordinate with banks for export document negotiation / submission, wherever applicable.
- Follow up for shipping bill, EGM, B/L and other post-shipment documents.
- Ensure timely dispatch/submission of documents to customers and banks.
- Maintain complete records of all export shipments and documentation.

High-Volume Shipment Management

- Independently manage large volumes of export shipments and documentation simultaneously.
- Prioritize urgent shipments and ensure all documentation meets vessel and customer deadlines.
- Maintain shipment trackers and daily documentation status reports.
- Identify documentation discrepancies before submission and take corrective action.
- Ensure zero/minimum errors in export documentation despite high shipment volumes.

Compliance & Controls

- Ensure documentation complies with applicable Indian export regulations, customs requirements, DGFT procedures, banking requirements, and customer-specific guidelines.
- Maintain proper documentation records for audit and compliance purposes.
- Stay updated on changes in export documentation and regulatory requirements.




- Coordinate with internal and external stakeholders to resolve documentation discrepancies.

Required Skills & Experience

- Minimum 4 years of relevant experience in Export Documentation / Export Logistics.
- Strong hands-on experience in both pre-shipment and post-shipment export documentation.
- Experience handling high-volume export shipments is essential.
- Strong knowledge of commercial export documentation and shipping processes.
- Good understanding of Shipping Bill, Bill of Lading, Certificate of Origin, Invoice, Packing List, EGM, and bank documentation.
- Experience coordinating with CHA, freight forwarders, shipping lines, banks, customers, and internal teams.
- Excellent attention to detail and accuracy.
- Robust follow-up and coordination skills.
- Ability to manage multiple shipments and deadlines simultaneously.
- Good working knowledge of MS Excel, MS Office, and ERP systems.
- Strong communication and problem-solving skills.
- Ability to work independently and under pressure in a fast-paced export environment.

Preferred Candidate Profile

The candidate should be:

- Highly organized and process-oriented.
- Comfortable handling voluminous documentation with tight deadlines.
- Proactive in identifying and resolving documentation issues.
- Able to coordinate effectively with multiple departments and external agencies.
- Accurate, responsible, and deadline-driven.
- Capable of independently managing the complete documentation cycle from pre-shipment through post-shipment closure.

Key Performance Indicators (KPIs)

- Documentation accuracy and error rate
- On-time submission of pre-shipment documents
- On-time completion of post-shipment documentation
- Number of documentation discrepancies
- Shipment/documentation turnaround time
- Timely bank/customer document submission
- Compliance with export and customer requirements
- Ability to handle high shipment volumes efficiently

Pay: ₹25,000.00 - ₹35,000.00 per month

Application Question(s):

- Are you from Gandhidham or near by Areas?

Work Location: In person

📌 Export Documentation Executive (Gandhidham)
🏢 Confidential - Contact for further details
📍 Gandhidham