(JD)

Position : Sr. Executive / Assistant Manager – Export

Department : Export CS / Operations

Reporting To : Manager – Operations / General Manager – Exports

Location : Noida - Sector 136

Job Purpose The Assistant Manager – Export Documentation is responsible for managing the end-to-end export documentation process, ensuring timely execution of shipments, regulatory compliance, customer satisfaction, and effective coordination with shipping lines, overseas agents, customs brokers, transporters, and internal departments. The role also includes leading the documentation team, driving process improvements, and ensuring adherence to service-level agreements (SLAs).

Key Responsibilities

Export Documentation Management

- Lead and supervise the complete export documentation process for FCL, LCL, Air Freight, and Breakbulk shipments.
- Ensure timely preparation, verification, and issuance of:
- House Bill of Lading (HBL)
- Master Bill of Lading (MBL)
- Commercial Invoice
- Packing List
- Shipping Bill
- Certificate of Origin (COO)
- Fumigation Certificate
- Insurance Certificate
- Export Declaration Documents
- Review documentation accuracy before submission to customers, shipping lines, and overseas agents.
- Ensure compliance with customer SOPs, Letters of Credit (LC), and destination country requirements.

Shipping Line & Carrier Coordination

- Coordinate with shipping lines for booking confirmations, Shipping Instructions (SI), Bill of Lading issuance, VGM submission, amendments, and vessel schedules.
- Ensure all documentation cut-offs are met without exception.
- Resolve documentation discrepancies with carriers promptly.




- Monitor sailing schedules and documentation milestones.

Customs & Regulatory Compliance

- Ensure compliance with Customs, DGFT, FEMA, GST, and export regulations.
- Coordinate with Customs House Agents (CHA) for Shipping Bill filing and export clearance.
- Verify IEC, GST, LUT/Bond, HS Codes, and export incentive documentation.
- Ensure complete compliance with internal and statutory audit requirements.

Customer Relationship Management

- Serve as the primary point of contact for documentation-related customer requirements.
- Ensure timely sharing of BL drafts, pre-alerts, and shipment updates.
- Resolve customer documentation queries within agreed timelines.
- Maintain high customer satisfaction through proactive communication.

Overseas Agent Coordination

- Ensure timely dispatch of complete pre-alert documentation to overseas partners.
- Coordinate shipment status updates and destination documentation requirements.
- Resolve documentation discrepancies with overseas agents.

Team Leadership

- Lead, mentor, and develop the export documentation team.
- Allocate workloads and monitor team productivity.
- Conduct periodic training on documentation procedures, customs regulations, and customer-specific SOPs.




- Monitor adherence to company processes and documentation quality standards.

Process Improvement

- Develop and implement documentation SOPs.
- Identify process gaps and implement corrective actions.
- Drive automation and digitization initiatives to improve operational efficiency.
- Reduce documentation errors and turnaround time through continuous improvement initiatives.

Coordination with Internal Departments

- Work closely with Pricing, Sales, Customer Service, Finance, Customs Clearance, Transportation, and Operations teams.
- Ensure timely billing support by confirming shipment documentation.
- Support Finance in resolving documentation-related invoice disputes.

MIS & Reporting

- Prepare daily, weekly, and monthly reports covering:
- Shipment Status
- Pending Documentation
- BL Issuance
- Documentation Accuracy
- Team Productivity
- SLA Performance
- Customer Escalations
- Operational KPIs

Educational Qualification

- Bachelor's Degree in Commerce, Business Administration, Logistics, or Supply Chain Management.
- Diploma/Certification in Export-Import Management is preferred.

Experience

- 2–4 years of experience in Export Documentation within Freight Forwarding, NVOCC, Shipping Line, or Logistics.
- At least 2–3 years of experience in a team leadership or supervisory role.

Technical Skills

- Export Documentation
- Bill of Lading (HBL/MBL)
- Shipping Bills
- DGFT Procedures
- Customs Regulations
- ICEGATE
- Shipping Line Portals
- ERP/TMS Systems
- Microsoft Excel (Advanced)
- Microsoft Outlook
- Documentation Audit & Compliance

📌 Sr. Executive - CS & Operation EXPORT (Noida)
🏢 TIANXIN Logistics
📍 Noida