Export Documentation Executive

Job Summary:

Responsible for handling all export documentation and operational activities for shipments to USA and Canada, ensuring compliance with international trade regulations, carrier requirements, and customer instructions. The role involves close coordination with shippers, freight forwarders, carriers, and overseas agents to ensure smooth and timely export processes.

Key Responsibilities:

1. Documentation Handling

• Prepare and verify export shipping documents such as:
• Commercial Invoice
• Packing List
• Bill of Lading (MBL/HBL)
• Certificate of Origin
• AES / EEI filing
• Letter of Credit (if applicable)
• Export Declaration / Shippers Letter of Instruction (SLI)
• Ensure all documentation complies with U.S. and Canadian customs and carrier regulations.
• Cross-check details like HS codes, Incoterms, and consignee/notify party details.

2. Coordination & Communication

• Coordinate with shippers, customers, CHA, carriers, and overseas offices/agents.
• Communicate vessel schedules, booking confirmations, and shipment updates.
• Ensure timely release of shipping instructions and draft BL approval from customers.
• Liaise with carriers for VGM, AMS, and ACI filing (as per USA/Canada requirements).

3. Compliance & Filing

• Handle AMS (Automated Manifest System) and ACI (Advanced Commercial Information) filings.
• Ensure compliance with U.S. Customs (CBP) and Canada Border Services Agency (CBSA) regulations.
• Maintain all export records in accordance with company and government audit requirements.

4. Operational Support

• Track shipments till final delivery and ensure documentation is sent to all concerned parties.
• Resolve discrepancies or documentation issues quickly.
• Coordinate with finance for invoice generation and freight payment.
• DSR updating

5. Customer Service

• Provide accurate pre-alerts, documentation copies, and shipment status updates.
• Manage customer queries related to documentation, compliance, and shipment tracking.

Preferred Skills & Experience:

• Minimum 2–5 years of experience in export documentation (preferably USA/Canada trade).
• Strong knowledge of INCOTERMS, HS codes, AMS/ACI filing, AES/EEI submission.
• Familiar with major shipping lines and online documentation portals (Maersk, MSC, Hapag, CMA, etc.).
• Proficient in MS Office (Excel, Word, Outlook) and ERP/CRM systems.
• Excellent communication and coordination skills.
• Attention to detail and ability to handle multiple shipments simultaneously.

Education:

• Bachelor’s degree in International Business, Logistics, or Commerce (preferred).
• Certification in Export-Import Documentation or International Trade is an added advantage.

Reporting To:

• Export Documentation Manager / Branch Operations Head