Role & responsibilities

Exports Documentation

•Prepare proforma invoices for overseas buyers and, on order confirmation, the commercial invoice and packing list.

•Prepare and arrange the complete export document set — shipping bill, bill of lading or airway bill, certificate of origin (preferential and non-preferential), insurance certificate, VGM declaration, beneficiary, inspection and fumigation certificates, and buyer or country specific attestations including chamber of commerce and embassy legalisation.

•Maintain the export order tracker from order confirmation to despatch to delivery, and keep the sales team and buyers updated on status.

•Coordinate with our factories for order readiness, despatch planning, stuffing schedules and factory stuffing / self-

sealing formalities.

Exports — Clearing Agent, Forwarder & Container Coordination

•Share the shipment-wise document checklist with the clearing agent, give shipping bill filing instructions, check the draft shipping bill before filing, and follow up LEO and post-shipment formalities.

•Coordinate with forwarders and shipping lines for booking, container placement at the factory, stuffing, gate-in cut-

off, VGM and shipping instructions; verify the draft bill of lading and obtain timely release of the final set.

•Track container movement from factory to port, sailing, transhipment and arrival; control detention, demurrage and avoidable port charges; circulate despatch documents to the buyer.

Exports — Banking, Realisation & Incentives

•Submit export documents to the bank under LC, DA / DP or advance payment terms and follow up realisation with the buyer and bank.

•Follow up IRM generation by the bank against inward remittances and link each IRM to the correct shipping bill.

•Complete shipping bill closure with the bank and keep the pendency list clear month on month.

•Obtain FIRA / FIRC from the bank for every realisation, file them shipment-wise and share with accounts and auditors.





•Generate and reconcile e-BRCs; file RoDTEP and Duty Drawback claims and maintain records for DGFT licences such as Advance Authorisation and EPCG.

Imports — Purchase Order to Delivery

•Issue and track purchase orders with suppliers; maintain the import order tracker with expected readiness and shipment dates.

•Coordinate with overseas sellers on production status, inspection, booking, shipping schedule and despatch documents.

•Check supplier documents before shipment — invoice, packing list, bill of lading and certificate of origin — so that clearance is not delayed.

•Coordinate with clearing agents for Bill of Entry filing, duty payment and clearance; track the container from load port to our factory or warehouse.

•Work out import costing and landed cost, and check applicable product compliance such as BIS / quality control requirements and packaging and labelling rules.

•Coordinate payments with accounts and the bank — advance remittance, LC or TT — and complete bank closure of import documents.

Coordination & Reporting

•Act as the point of contact for clearing agents, freight forwarders, shipping lines, banks, suppliers, buyers and our factories.

•Support banking work — LCs, bank guarantees, packing credit, remittances and document submission.

•Maintain trackers and MIS for orders, shipments, payments, licence balances and incentive receivables; record transactions in the company ERP and assist during audits and buyer or bank queries.

CANDIDATE REQUIREMENTS

•Graduate in any discipline.

•3 years of hands-on import and export documentation experience with a manufacturer, exporter or clearing agent.

•Practical understanding of export and import documentation, customs procedure, Incoterms, Letters of Credit and

GST as applicable to exports.

•Clear working on ICEGATE and the DGFT portal, banking portals, an ERP system and Excel.

•Transparent written English for correspondence with overseas buyers and suppliers; Hindi and Marathi useful for local coordination.

•Organised, follow-up driven and detail-minded.

📌 Walk-in || Import And Export Executive (Mumbai)
🏢 Vinod Cookware
📍 Mumbai