Position: Export Documentation Officer
Employment Type: Full-time
Experience: 2–5 Years in Export Documentation

Job Summary

We are looking for a detail-oriented and experienced Export Documentation Officer to independently manage the pre-shipment and post-shipment documentation and coordination activities for our export operations.

The candidate will be responsible for preparing export documents, coordinating with CHA, shipping lines, freight forwarders, transporters, inspection agencies and internal departments to ensure smooth and timely execution of export shipments.

The ideal candidate should have practical knowledge of export procedures, proficiency in Tally and MS Excel, and excellent written and verbal communication skills in English.

Key Responsibilities

1. Pre-Shipment Documentation & Coordination

- Prepare and verify Proforma Invoices, Commercial Invoices, Packing Lists and other export-related documents.
- Coordinate with production and dispatch teams to ensure shipment readiness as per customer requirements.
- Coordinate with transporters for vehicle placement, loading schedules and dispatch planning.
- Liaise with CHA, freight forwarders and shipping lines for booking, documentation and shipment arrangements.
- Coordinate with inspection agencies for pre-shipment inspections, quality inspections and required certifications, wherever applicable.
- Arrange and verify shipping instructions, shipping bills and other customs-related documentation.
- Ensure accuracy of HS codes, product descriptions, quantities, weights, shipping marks and other shipment details.

2. Post-Shipment Documentation

- Follow up with CHA for shipping bill copies, Let Export Order (LEO), EGM and other customs documents.
- Coordinate with shipping lines and freight forwarders for Bill of Lading (BL)



and shipment tracking.
- Prepare and verify final export documentation sets for customers and banks.
- Handle documentation related to Certificate of Origin, inspection certificates, insurance certificates and other required export certificates.
- Coordinate with banks for submission of export documents, where applicable.
- Follow up on e-BRC, shipping bill status, IGST refunds and export incentive-related documentation.
- Maintain proper records of all export shipments and documentation.

3. Accounts & Reporting

- Make export sales and related entries in Tally.
- Maintain shipment-wise documentation and payment tracking records.
- Maintain export registers, dispatch records and shipment trackers in MS Excel.
- Coordinate with the accounts department for export invoices, bank realisations and documentation requirements.
- Ensure timely filing, updating and maintenance of export records.

4. Communication & Coordination

- Handle qualified email communication with overseas customers, CHA, shipping lines, freight forwarders and other service providers.
- Coordinate effectively with internal departments, including production, stores, dispatch and accounts.
- Ensure timely follow-ups and resolve documentation or shipment-related issues.
- Maintain proper communication and provide regular shipment status updates to management.

Required Skills & Qualifications

- Graduate in Commerce,



Business Administration or a related field.
- 2–5 years of practical experience in export documentation and logistics.
- Good working knowledge of pre-shipment and post-shipment export procedures.
- Proficiency in Tally ERP / Tally Prime and MS Excel.
- Excellent written and verbal English communication skills.
- Ability to draft professional business emails independently.
- Practical knowledge of coordination with CHA, shipping lines, freight forwarders, transporters and inspection agencies.
- Knowledge of export documentation, customs procedures, shipping bills, Bills of Lading, Certificate of Origin, e-BRC and bank documentation.
- Strong organisational skills, attention to detail and follow-up abilities.
- Ability to independently manage multiple shipments and meet deadlines.

Preferred Experience

- Experience working in a manufacturing or export-oriented company.
- Experience handling containerised export shipments.
- Knowledge of DGFT procedures, ICEGATE, customs documentation and export-related banking procedures.
- Familiarity with export documentation for international markets.

What We Are Looking For

We are looking for someone who can independently take ownership of our export documentation and shipment coordination process. The candidate should be proactive, organised, responsible and capable of coordinating with multiple parties to ensure that every shipment is executed smoothly and all documentation is completed accurately and on time.

Interested candidates may share their updated resume with details of their export documentation experience.

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

- Health insurance
- Paid sick time
- Provident Fund

Work Location: In person

📌 Export Documentation Executive (Ankleshwar)
🏢 NARMADA VALLEY RUBBER
📍 Ankleshwar