Job Summary

Vipul Organics Limited is looking for a detail-oriented and proactive Export Logistics Executive to manage end-to-end export logistics operations, including freight finalization, vessel booking, export documentation, Bill of Lading (BL) management, factory coordination, export clearance and shipment tracking.

The role requires close coordination with customers, shipping lines, freight forwarders, customs brokers, manufacturing units and Finance to ensure timely shipments, accurate documentation, regulatory compliance and efficient execution of export orders.

Key Responsibilities

1. Freight Finalisation & Vessel Booking

- Obtain freight quotations from shipping lines and freight forwarders, compare rates and finalise freight in line with approved commercial terms.
- Coordinate vessel booking based on cargo readiness, customer requirements and planned shipment schedules.
- Follow up on booking confirmations, vessel schedules, cut-off dates and container availability.
- Ensure bookings are completed as per material readiness and the agreed shipment plan.

1. Pre-Shipment & Export Documentation

- Prepare, verify and coordinate pre-shipment documents, including commercial invoices, packing lists, Non-Hazardous Declarations, EVD, DEEC and tax invoices, as applicable.
- Validate export documentation against purchase orders, shipping instructions, customer requirements and the export checklist.
- Ensure accuracy and consistency of product descriptions, quantities, weights, package details and other shipment particulars.
- Coordinate with internal departments and external agencies to resolve documentation discrepancies before shipment.

1. Customer Approval & Bill of Lading (BL) Management

- Prepare and share draft shipping documents with customers for approval within the agreed timelines.
- Verify draft BLs and first-print BLs against approved shipping instructions and supporting documents.
- Coordinate corrections with shipping lines and freight forwarders to minimise documentation errors.
- Follow up for final BL issuance and ensure timely receipt and distribution of the final shipping documents.

1. Labelling, Pallet & Factory Coordination

- Prepare and verify export labels in accordance with customer, product and destination-specific requirements.
- Verify pallet details, package markings, weights,



dimensions and packing information against approved shipping documents.
- Coordinate with factory, Production, Stores and Dispatch teams to confirm cargo readiness and packing completion.
- Ensure timely coordination for inspection, loading and dispatch according to the shipment schedule.

1. Export Clearance, Certifications & Compliance

- Coordinate export customs clearance with customs brokers, freight forwarders and relevant service providers.
- Arrange applicable Certificates of Origin (COO), APTA/SAPTA documentation, REX declarations and other export certificates, as required.
- Coordinate SGS and CRIA inspections, including document submission, inspection scheduling and closure of observations, wherever applicable.
- Handle documentation and coordination for FTWZ shipments and related clearance procedures.
- Ensure compliance with applicable export regulations, customer requirements and shipment-specific documentation requirements.
- Maintain complete records of clearances, certifications, inspection reports and shipment documents.

1. Finance & Accounts Coordination

- Share scanned shipment documents with Finance/Accounts and the bank, wherever applicable, within one hour of the relevant documents becoming available.
- Maintain a shipment-wise document handover register with dates, times and recipient details.
- Coordinate with Finance/Accounts for export documentation requirements, payment-related documents and resolution of discrepancies.
- Ensure timely handover and proper filing of shipment records.

1. Shipment Tracking & Reporting

- Track shipments from vessel booking through dispatch, vessel departure and subsequent shipment milestones.
- Maintain an updated shipment tracker covering booking status, cargo readiness, documentation, vessel details and shipment status.
- Provide weekly shipment tracking updates to the reporting manager and relevant stakeholders.
- Proactively identify and escalate delays, schedule changes, documentation issues and other shipment risks.




- Maintain accurate shipment records and prepare regular logistics MIS as required.

Required Skills & Experience
- 3 to 5 years of hands-on experience in export logistics, export documentation or international shipping operations.
- Practical experience in freight finalisation, vessel booking, shipping instructions and coordination with freight forwarders and shipping lines.
- Strong knowledge of export documentation and BL draft verification.
- Experience coordinating with customs brokers, customers, factories and Finance/Accounts.
- Understanding of export clearance, Certificates of Origin, inspections and applicable trade documentation.
- Exposure to FTWZ shipments and chemical or pigment exports will be an advantage.
- Good working knowledge of MS Excel, shipment trackers and ERP systems.
- Excellent coordination, follow-up, communication and problem-solving skills.
- High attention to detail, accuracy and adherence to shipment timelines.

Key Performance Expectations
- 100% of vessel bookings completed in line with material readiness and planned schedules.
- 100% accuracy in export documentation, with zero shipment delays attributable to documentation errors.
- At least 95% of customer approvals completed within agreed timelines.
- BL correction rate of no more than 1%.
- 100% accuracy in export labels and pallet details.
- 100% compliance with applicable export documentation, certification and inspection requirements.
- 100% timely handover of relevant shipment documents to Finance/Bank within one hour of availability.
- Weekly shipment tracking updates with a target of at least 90% tracking accuracy.

Ideal Candidate Profile: The ideal candidate will be a hands-on export logistics qualified capable of independently coordinating export shipments from freight finalisation and vessel booking through documentation, clearance, shipment tracking and final document handover. The candidate must demonstrate strong ownership, attention to detail, proactive follow-up and the ability to work with multiple internal and external stakeholders to ensure timely and compliant export operations.

Candidates are requested to highlight their export shipment-handling experience, shipping documentation knowledge, vessel booking exposure, BL management experience and familiarity with export clearance procedures in their applications.

📌 Logistics Executive (Mumbai)
🏢 Vipul Organics
📍 Mumbai