EXPORT DOCUMENT EXECUTIVE

JOB DESCRIPTION

Position: Import Documentation Executive

Designation: Senior Executive / Assistant Manager

Experience: 7 10 Years

Work Location: Chennai

CTC: Best in Industry

Role Overview

The Senior Executive / Assistant Manager Import Documentation will be responsible for managing the end-to-end import documentation process, including order processing, shipment coordination, and compliance with chemical industry regulations. The role also involves leading a team and ensuring smooth execution of all import operations.

Key Responsibilities

• Handle complete import documentation process from order initiation to final clearance
• Manage order processing and coordinate with procurement and suppliers
• Follow up on shipment schedules and vessel nominations to ensure timely dispatch
• Coordinate with suppliers for shipping documents and ensure accuracy and completeness
• Prepare, review, and validate documents such as:
• Bill of Entry (BOE)
• Commercial Invoice & Packing List
• Bill of Lading (BL) / Airway Bill (AWB)
• Certificate of Origin
• Insurance Certificates
• Ensure compliance with chemical import regulations and statutory requirements
• Maintain and verify MSDS (Material Safety Data Sheet) documentation
• Ensure adherence to applicable standards such as GHS / REACH / RoHS (where applicable)
• Coordinate with Customs House Agents (CHA), freight forwarders, and shipping lines for smooth clearance
• Handle HS code classification, duty structure, and documentation accuracy
• Liaise with regulatory authorities including:
• DGFT
• Customs Department
• Pollution Control Board (as required)
• Track shipments and provide timely updates to stakeholders
• Monitor shipment timelines to avoid demurrage/detention and ensure cost efficiency
• Prepare and present monthly and weekly MIS reports on import activities
• Resolve documentation discrepancies in coordination with overseas suppliers
• Maintain proper documentation records for audits and compliance
• Drive process improvements and ensure adherence to SOPs

Team Handling Responsibilities

• Lead and manage a team of import documentation executives
• Allocate tasks and monitor daily activities to ensure timely completion
• Review team outputs for accuracy, compliance, and quality
• Provide training, guidance, and mentoring to team members
• Track team performance and ensure achievement of departmental KPIs
• Act as an escalation point for critical shipment or documentation issues
• Coordinate with cross-functional teams (Procurement, Finance, Warehouse)

Key Skills & Competencies

• Strong experience in end-to-end import documentation & coordination
• In-depth knowledge of chemical industry compliance and regulations
• Strong follow-up skills in shipment scheduling and documentation
• Excellent leadership and stakeholder management skills
• High attention to detail and accuracy
• Ability to manage multiple shipments and deadlines
• Proficiency in MS Excel and ERP systems (SAP preferred)

Educational Qualification

• Any Graduate (Preferably in Chemistry, Logistics, Supply Chain, or Commerce)
• Certification in Import/Export or Logistics (preferred)

Preferred Industry

• Chemical / Specialty Chemicals / Petrochemical / Pharma Raw Materials

Additional Requirements

• Experience in handling compliance documentation and audits
• Strong analytical and reporting skills (MIS)
• Good communication skills for international coordination