– Export Documentation Executive

Job Title: Export Documentation Executive

Domain: Logistics / Export Operations

Location: Lower Parel (West), Mumbai

Work Mode: Work from Office

Working Days: Monday to Saturday

Experience: 1–4 Years

Salary Budget: ₹20,000–₹25,000 per month

Job Summary

We are looking for a detail-oriented and organized Export Documentation Executive to manage export documentation, shipment coordination, and logistics activities. The candidate will ensure that export documents are accurate and complete, shipments are coordinated efficiently, and deliveries meet the required timelines.

The ideal candidate should have knowledge of export documentation, international shipping processes, and coordination with freight forwarders and customs agents.

Key Responsibilities

1. Export Documentation

- Prepare, verify, and maintain commercial invoices, packing lists, shipping bills, bills of lading (B/L), airway bills (AWB), certificates of origin, insurance certificates, and other export-related documents.
- Ensure all documents are accurate and complete before shipment.
- Coordinate document amendments and corrections when required.
- Maintain organized records of export documentation.

2. Export & Logistics Coordination

- Coordinate with freight forwarders, shipping lines, customs agents, transporters, and logistics partners.
- Arrange sea, air, or road freight shipments as required.
- Coordinate with internal departments, including Sales, Finance, Operations, and Accounts.
- Follow up on cargo pickup, container bookings, documentation, and shipment dispatch.

3. Shipment Tracking

- Track shipments from dispatch until final delivery.
- Monitor estimated time of departure (ETD), estimated time of arrival (ETA), and shipment milestones.
- Identify potential delays and coordinate with relevant parties to resolve issues.
- Provide timely shipment updates to customers and internal teams.

4. Customs & Compliance

- Ensure export documentation complies with applicable customs and international trade requirements.




- Coordinate with customs agents and Customs House Agents (CHAs) for clearance activities.
- Maintain a basic understanding of export procedures, Incoterms, and trade documentation requirements.

5. Freight & Vendor Coordination

- Obtain and compare freight quotations from logistics providers.
- Maintain records of freight rates and logistics expenses.
- Coordinate shipment schedules and assist with rate negotiations.

6. Customer Coordination

- Respond to customer queries regarding shipments, documentation, and delivery status.
- Share shipping documents with customers within the agreed timelines.
- Maintain professional communication with international clients and business partners.

Candidate Requirements

Education

- Bachelor's degree in Commerce, Business Administration, Logistics, Supply Chain Management, International Trade, or a related field.

Experience

- 1–4 years of experience in export documentation, logistics, freight forwarding, or international shipping preferred.
- Freshers with relevant educational backgrounds and strong documentation and communication skills may also apply.

Required Skills

- Understanding of export documentation and international shipping processes.
- Basic knowledge of Incoterms, customs procedures, and international logistics.
- Working knowledge of MS Office, particularly Excel.
- Solid attention to detail and documentation accuracy.
- Good written and verbal communication skills.
- Excellent follow-up, coordination, and time-management skills.
- Ability to manage multiple shipments and meet deadlines.

Preferred Skills

- Experience with logistics or ERP software.
- Familiarity with shipping lines, freight forwarders, and customs clearance.
- Experience coordinating with international customers.
- Knowledge of export-related portals and documentation procedures.

Ideal Candidate
- Organized, responsible, and proactive.
- Able to coordinate effectively with multiple stakeholders.
- Willing to learn and take ownership of export operations.
- Able to identify and resolve documentation discrepancies promptly.
- A team player with a positive and professional attitude.

📌 Export Documentation Executive (Mumbai)
🏢 Helios Systems Asia
📍 Mumbai