Position

Executive – EXIM Documentation & Logistics

No. of openings

1

Department

Supply Chain Management (SCM)

Reports to

Manager – SCM (EXIM); functionally to GM – SCM

Location

Vadodara, Gujarat (work from office)

Experience

2–5 years in export-import documentation and logistics

Qualification

Graduate (B.Com / BBA preferred); EXIM diploma an advantage

Industry preference

Merchant exporter, chemical / pharma / industrial trading, freight forwarding or CHA

Salary (CTC)

As per experience and industry standards (to be confirmed by HR)

Notice period

Immediate to 30 days preferred

1. Export Shipment Coordination (Pre-Shipment)

- Follow up with transporters for material movement to and from the warehouse.
- Follow up daily with CHAs for export customs clearance.
- Follow up daily with CHAs and shipping lines on document handover and container movement to port.
- Check the Container Load Plan (CLP) and prepare Shipping Instructions (SI).
- Align with Warehouse and Sales on cargo readiness and vessel cut-offs.
- Prepare and send BIVAC Proforma Invoices (PI) to consignees and follow up daily for the BIVAC licence.
- Update the system on receipt of the BIVAC licence.
- Submit documents to Bureau Veritas for the AV (Attestation of Verification) certificate within 2 days of licence receipt.
- Coordinate with the BIVAC agency to fix inspection dates at the concerned location.
- Coordinate with the BIVAC inspector and resolve queries within 48 hours to clear the inspection.
- Coordinate with forwarders for release of BL/AWB.
- Send pre-alerts to consignees the same day the BL/AWB is released (latest next day).
- Arrange country-specific certificates within the turnaround times below so documents reach before the cargo.
- Cross-check details against Feebo records and maintain accurate, audit-ready files.
- Ensure full compliance with DGFT, Customs, destination-country and AEO requirements.

2. BIVAC Process & Inspection Management

- Prepare and send BIVAC Proforma Invoices (PI) to consignees and follow up daily for the BIVAC licence.




- Update the system on receipt of the BIVAC licence.
- Submit documents to Bureau Veritas for the AV (Attestation of Verification) certificate within 2 days of licence receipt.
- Coordinate with the BIVAC agency to fix inspection dates at the concerned location.
- Coordinate with the BIVAC inspector and resolve queries within 48 hours to clear the inspection.

3. Post-Shipment Documentation & Country-Specific Certificates

- Coordinate with forwarders for release of BL/AWB.
- Send pre-alerts to consignees the same day the BL/AWB is released (latest next day).
- Arrange country-specific certificates within the turnaround times below so documents reach before the cargo.
- Cross-check details against Feebo records and maintain accurate, audit-ready files.

Ensure full compliance with DGFT, Customs, destination-country and AEO requirements

Import Clearance & Financial Coordination

- Receive and check import documents from exporters/consignors; resolve discrepancies with the consignor.
- Coordinate with CHAs for import customs clearance.
- Prepare High Sea Sales (HSS) documents and coordinate with high-sea buyers.
- Follow up with Accounts for shipping line payments.
- Follow up with Accounts for customer invoicing on High Sea Sales.
- Receive and check import documents from exporters/consignors; resolve discrepancies with the consignor.
- Coordinate with CHAs for import customs clearance.

Skills

- - - - - Candidate Profile

We are looking for an EXIM professional with robust hands-on experience in export documentation and logistics coordination, preferably from an export house, merchant exporter, chemical/pharma/industrial trading company, freight forwarder or CHA. The ideal candidate should be comfortable coordinating with CHAs, shipping lines, freight forwarders, transporters, inspection agencies, consignees and internal teams and should have strong attention to documentation accuracy and shipment timelines. Candidates with BIVAC/Bureau Veritas experience, African-country certificates, RoDTEP/Duty Drawback and High Sea Sales exposure will be strongly preferred.

📌 Sr. Executive, EXIM Documentation & Logistics (Vadodara)
🏢 Excelsource International
📍 Vadodara