Import–Export Documentation Executive

Location: Wadala, Mumbai
Employment: Full time
Experience: 2–5 years
Salary: As per experience

Department: Export Operations & Documentation
Reports To: Manager / Director
Industry: Solvent chemicals trading & manufacturing

Key Responsibilities1. Documentation
Prepare Proforma Invoices, Commercial Invoices and Packing Lists accurately and on time.
Prepare and verify Shipping Bill checklists; coordinate with the CHA for filing.
Draft, check and finalise Bill of Lading instructions with shipping lines / forwarders.
Ensure documents match the PI, PO, LC terms and customer requirements.
Keep organised digital and physical records of all shipment documents.
Payment Recovery & Banking
Track outstanding customer payments and follow up for timely realisation.
Monitor inward remittances and match them to shipments.
Coordinate with the bank on document submission, remittance queries and discrepancies until resolved.
Keep receivables and realisation status updated for management.
Communication & Coordination
Draft transparent, skilled emails to customers sharing documents, shipment updates and payment reminders.
Keep the designated salesperson updated on the status of each of their shipments.
Liaise with CHAs, freight forwarders,



shipping lines and the accounts team.
Reporting
Maintain shipment, document and receivables trackers in Excel.
Prepare summaries and reports for management reviews.

Skills & Requirements
2–5 years in import-export documentation (chemical / trading preferred).
Understands Advance, DA/DP and LC terms and the recovery cycle.
Strong MS Word skills for letters and documents.
Excellent written English and professional email writing.
Hands-on with PI, Invoice, Packing List, Shipping Bill and B/L.
Advanced Excel: XLOOKUP, pivots, conditional formatting, validation.
Comfortable using ChatGPT, Gemini or Copilot to work faster.
Detail-oriented; handles multiple shipments at once.

Qualification
Graduate in Commerce or any discipline.
A diploma / certificate in Export-Import Management is a plus.

Good to Have
Familiarity with EDPMS / IRM / eBRC and export realisation compliance.

Documents Handled
Proforma Invoice
Invoice
Packing List
Shipping Bill Checklist
Bill of Lading

Tools
Advanced Excel
MS Word
ChatGPT
Gemini
Copilot

Office Location

5 min walk from Dadar station
15 min walk from Wadala station

Pay: ₹28,000.00 - ₹32,000.00 per month

Work Location: In person

📌 Import Export Executive Mumbai
🏢 AJ Solutions-Recruitment Service
📍 Mumbai