- Job title : Documentation Assistant – Import Freight Forwarding
- Work Location : CBD Belapur, Navi Mumbai
- Experience : 3 to 5 years in import documentation with a freight forwarder, NVOCC, shipping line agency or CHA

Role Overview We are looking for an experienced Documentation Assistant to manage end-to-end import documentation for our freight forwarding desk. The role covers shipment tracking from load port to destination, checking and releasing shipping documents, and settling freight and local charges with overseas agents, co-loaders and shipping lines on time.

The ideal candidate knows the import cycle at JNPT and Mumbai Port, works accurately under cut-offs, and coordinates smoothly with consignees, CHAs, CFSs and carriers.

Key Responsibilities

A. Shipment Tracking and Pre-Arrival

- Track vessel schedules, ETA/ETD and transhipment status daily on carrier portals, port websites and PCS 1x; update the shipment tracker.
- Monitor IGM filing, line number allotment and vessel inward entry; share line/item numbers with the CHA for advance Bill of Entry filing.
- Send pre-alerts and arrival notices to consignees with ETA, container details, CFS/ICD nomination and estimated charges.
- Inform customers promptly of vessel delays, roll-overs, port congestion or schedule changes.

B. Documentation

- Check draft Bills of Lading (MBL/HBL) against the commercial invoice, packing list and booking – consignee, notify party, description, HS code, marks, packages, weights, CBM, freight terms and port details.




- Coordinate corrections and amendments with overseas agents and shipping lines before final issue and IGM filing.
- Prepare and issue House Bills of Lading, Delivery Orders and arrival notices; handle original B/L surrender, telex/Seaway Bill release and bank-endorsed B/L verification.
- Collect KYC documents and authorisation letters from consignees before releasing the Delivery Order.
- Coordinate IGM/CGM filing and amendments with the line or CFS where applicable.
- Maintain accurate physical and digital shipment files for audit and customs queries.

C. Systems, Reporting and Compliance

- Update all job details in the company ERP / freight software and shipment trackers in real time.
- Prepare daily arrival reports, pending-DO lists, outstanding payables/receivables and job profitability summaries.
- Follow customs, port and company SOPs; keep up with changes in shipping line procedures and port circulars.
- Support audits and handle any other documentation work assigned by management.

Qualifications and Skills

Education

- Graduate in any discipline (B. Com / BBA / BMS preferred).
- Diploma or certificate in Shipping, Logistics, EXIM or Freight Forwarding is an added advantage.

Experience

- 3 to 5 years in import documentation with a freight forwarder, NVOCC, shipping agency or CHA, preferably at JNPT / Mumbai.
- Hands-on handling of FCL and LCL imports, co-loader shipments and DO release.

Pay: ₹25,000.00 - ₹50,000.00 per month

Perks

- Health insurance
- Provident Fund

Work Location: In person

📌 Documentation Assistant - Import Freight Forwarding (CBD Belapur)
🏢 Orbit Associate
📍 CBD Belapur