1. Role Purpose

To coordinate logistics, import-export activities and stores operations, maintaining accurate trade and shipment documentation while ensuring efficient receipt, storage, issue and dispatch of materials. The role supports timely movement of goods, complete shipment records, coordination with customs brokers and logistics partners, and reliable inventory and stores controls.

2. Key Responsibilities

· Coordinate import and export shipments from order or shipment initiation through dispatch, customs clearance, delivery and document closure.

· Prepare, verify, compile and maintain international trade and shipping documents, including commercial invoices, packing lists, purchase orders, proforma invoices, bills of lading / airway bills, certificates of origin, insurance documents and other documents required for each shipment.

· Coordinate with suppliers, customers, freight forwarders, customs brokers (CHA), transporters, banks and internal teams to ensure timely and accurate shipment processing.

· Support preparation and review of import and export declarations and related documents, including Bill of Entry, Shipping Bill, transport documents and supporting records, in coordination with the authorised customs broker and relevant stakeholders.

· Track shipment milestones, vessel / flight schedules, estimated arrival and departure dates, customs clearance, delivery status and proof of delivery; escalate delays and exceptions promptly.

· Maintain shipment-wise files and records, including document versions, approvals, freight details, customs documentation, duty and tax records, delivery acknowledgements and correspondence.

· Check documentation against purchase orders, sales orders, invoices, packing details, product descriptions, quantities, values, country of origin and agreed Incoterms; flag discrepancies before shipment or filing.

· Coordinate with Finance on freight invoices, customs duty and tax documentation, vendor payments, export realisation records and other transaction-related reconciliations, as applicable.

· Maintain import-export registers and trackers; provide regular updates on shipment status, pending documents, clearance delays, freight costs and exceptions.

· Support compliance with applicable Indian foreign trade, customs, export-control, foreign-exchange and company documentation requirements; seek guidance from authorised specialists where required.

· Receive incoming materials, verify quantities and visible condition against purchase orders, delivery challans, packing lists and goods-receipt documents, and report discrepancies or damage.





· Maintain proper storage, identification, labelling and location records for materials; ensure items are stored in designated locations and handled in accordance with applicable requirements. Ensure appropriate storage conditions, secure material handling and protection against damage, moisture, ESD (electrostatic discharge) and other environmental risks wherever applicable.

· Record goods receipts, material movements, issues, returns and dispatches in the ERP or approved inventory registers, maintaining accurate stock balances.

· Support periodic physical stock counts and cycle counts; investigate and report discrepancies between physical stock and system records.

· Coordinate material issue to internal users against approved requests; maintain issue slips, return records and traceability of stock movements.

· Monitor stock levels, ageing, slow-moving and non-moving items, and material nearing expiry or requiring special storage; escalate risks to the reporting manager.

· Maintain orderly, safe and secure stores, with appropriate housekeeping and access controls; coordinate with relevant teams for packing, labelling and dispatch.

· Support audits by providing shipment files, inventory records, goods-receipt documentation and other required evidence.

3. Essential Knowledge and Experience

· Prior experience in import-export coordination, international shipping documentation or logistics operations is essential.

· Practical knowledge of international trade documents and the purpose and consistency checks required for each document.

· Working knowledge of Incoterms and common international shipping modes, including air and sea freight.

· Understanding of the import and export process in India, including coordination for customs clearance and interaction with freight forwarders and customs brokers.

· Hands-on exposure to stores or warehouse operations, goods receipt, inventory registers, stock reconciliation, material issue and dispatch documentation.

· Basic understanding of inventory control, material identification, traceability, safe storage and stock ageing.

· Ability to use spreadsheets and ERP / inventory systems to maintain accurate shipment and stock records.





4. Key Result Areas (KRAs) and Key Performance Indicators (KPIs)

Key Result Area

Indicative Performance Measures

Review Basis

Documentation accuracy and completeness

Shipment files complete and accurate; document discrepancies identified before filing / dispatch; timely document submission.

Per shipment / monthly

Shipment coordination and timeliness

Milestone tracking accuracy; on-time coordination; timely escalation and closure of shipment delays.

Weekly / monthly

Customs and trade-process coordination

Completeness of supporting records; timely coordination with customs broker; closure of queries and exceptions.

Per shipment / monthly

Inventory accuracy

Variance between physical and system stock; accuracy and timeliness of goods receipts, issues and transfers.

Monthly

Stores discipline and material control

Compliance with storage, labelling and location practices; stock ageing visibility; completion of cycle counts.

Monthly

Internal and external service

Responsiveness to stakeholders, suppliers and logistics partners; resolution time for shipment or stock issues.

Quarterly

Note: Specific KPI targets, weightages and definitions should be agreed with the reporting manager after reviewing shipment volumes, product categories, inventory levels, systems and baseline performance.

5. Education and Experience

· Bachelor’s degree or diploma in International Business, Logistics, Supply Chain Management, Commerce, Business Administration or a related discipline.

· Typically 2–5 years of relevant experience in import-export documentation, logistics coordination or international trade operations.

· Practical stores / warehouse experience involving goods receipt, stock records, inventory reconciliation and material dispatch is strongly preferred.

· Experience in an electronics, engineering, manufacturing, technology or trading organisation is an advantage.

Pay: ₹30,000.00 - ₹45,000.00 per month

Advantages:

- Provident Fund

Ability to commute/relocate:

- Jhajjar, Haryana 124104: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

- Do you have experience in import-export documentation, logistics coordination or international trade operations?
- Do you have experience in stores / warehouse involving goods receipt, stock records, inventory reconciliation and material dispatch?

Education:

- Diploma (Required)

Experience:

- Logistics: 2 years (Required)
- Store management: 1 year (Required)

Work Location: In person

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