JOB DESCRIPTION
Customer Service – Ocean Export DocumentationCompany: Manorama Supply Chain Solution (OPC) Private Limited

Location:
Navi Mumbai, Maharashtra Department: Ocean Exports – Documentation Employment Type: Full-Time Work Mode: On-Site Role DescriptionThe Ocean Export Documentation Executive will be responsible for preparing, verifying, processing, and maintaining accurate export shipment documentation in accordance with customer requirements, shipping line guidelines, and company procedures. The role involves coordinating with the Customer Service Team, customers, shipping lines, Shippers, CHAs, and internal departments to ensure timely Shipping Instruction (SI) filing, Bill of Lading (BL) draft preparation, VGM filing coordination, and BL release. The candidate must ensure documentation accuracy, compliance with carrier cut-off timelines, effective communication, and proper shipment record management while avoiding unnecessary documentation-related costs.

Key Responsibilities
1. Export Documentation Management
• Prepare, verify, and maintain all export shipment documentation as per company and customer requirements.
• Obtain Shipping Instructions (SI), commercial invoices, packing lists, and other required documents from customers and the internal Customer Service Team.
• Ensure timely and accurate SI filing with the respective shipping lines within the prescribed cut-off timelines.
• Coordinate with the Customer Service Team and carriers for SI-related documentation and shipment requirements.
• Ensure all shipment information is accurate and consistent across the relevant systems and documents. 2. Job Opening & System Updates
• Open shipment JOBs in the system promptly and ensure all relevant shipment information is accurately entered.
• Verify shipment details, customer information, container details, vessel information, and documentation requirements.
• Ensure all shipment-related activities and events are properly recorded in the system.
• Maintain updated shipment records and documentation status. 3. Bill of Lading (BL) Processing
• Prepare and verify BL drafts based on the Shipping Instructions received from customers.




• Share BL drafts with customers for verification and approval within the prescribed timelines.
• Ensure all BL amendments and corrections are completed within the carrier's cut-off period.
• Coordinate with shipping lines for timely BL draft approval and final BL processing.
• Ensure no additional costs are incurred due to delays in BL submission, release, or corrections attributable to documentation errors or missed deadlines. 4. VGM Filing Coordination
• Coordinate with the Shipper and CHA for Verified Gross Mass (VGM) filing wherever the filing responsibility has been agreed upon.
• Ensure VGM details are received and submitted accurately within the prescribed carrier cut-off timelines.
• Follow up with the relevant parties to ensure smooth and timely VGM filing. 5. BL Release & Management Approval
• Obtain prior Management approval before releasing Original Bills of Lading (OBL) or Sea Waybills (SWB) to customers.
• Ensure all applicable internal approval and documentation procedures are followed before BL release.
• Coordinate with the concerned teams for timely BL release after obtaining the required approvals. 6. Documentation Coordination & Communication
• Coordinate with customers, shipping lines, CHAs, customs/clearing teams, and internal departments for shipment documentation requirements.
• Track documentation deadlines and ensure all required information is received within the stipulated timelines.
• Identify discrepancies in shipment details or documentation and coordinate with the concerned parties for timely correction.
• Maintain qualified communication and ensure timely resolution of documentation-related queries. 7. Record Management & Reporting
• Maintain proper records of shipment-related documents, correspondence, approvals, and amendments.
• Document all shipment-related events and communications with internal and external stakeholders.




• Maintain an updated BL Release Daily Status Report (DSR) with complete and accurate information on BL processing and release status.
• Ensure the BL Release DSR is updated regularly for management review and reference. Qualifications & Skills
• Prior experience in Ocean Export Documentation within the freight forwarding or logistics industry.
• Good understanding of ocean export documentation processes, including SI filing, BL draft preparation, BL amendments, and BL release.
• Knowledge of shipping line documentation procedures and carrier cut-off timelines.
• Familiarity with VGM filing procedures and coordination with Shippers/CHAs.
• Strong communication and coordination skills.
• Good command of written and spoken English.
• Proficiency in MS Office, email communication, and logistics software.
• Strong attention to detail and accuracy.
• Excellent follow-up, organizational, and time-management skills.
• Ability to work under pressure and meet strict documentation deadlines.
• Knowledge of freight forwarding systems and export documentation compliance will be an advantage. Key Performance Indicators (KPIs)
• Timely and accurate SI filing.
• Accuracy of BL drafts and export documentation.
• Compliance with carrier cut-off timelines.
• Zero avoidable documentation-related penalties or additional costs.
• Timely completion of BL amendments and corrections.
• Proper system JOB opening and shipment event updates.
• Compliance with management approval requirements for BL release.
• Accuracy and timely updating of the BL Release DSR.
• Effective coordination with customers, carriers, CHAs, and internal teams. Ideal Candidate ProfileWe are looking for a detail-oriented, disciplined, and proactive Ocean Export Documentation professional who can independently manage documentation activities, maintain strict compliance with carrier timelines, and ensure smooth coordination throughout the export shipment lifecycle.
• The candidate must demonstrate accuracy, accountability, effective follow-up, and a strong commitment to preventing documentation errors, delays, and unnecessary costs.

📌 Customer Service – Ocean Export Documentation (Navi Mumbai)
🏢 Manorama Supply Chain Solutions OPC
📍 Navi Mumbai