Documentation Manager

Company: Swift Cargo Pvt Ltd.,

Job Title: Head Documentation

Department: Export & Import Documentation

Reporting To: General Manager / Director

Industry: Freight Forwarding

Job Summary:

The Head Documentation will be responsible for overseeing all export and import documentation activities, ensuring accuracy, compliance with international trade regulations, and smooth coordination with customers, shipping lines, CHA, and internal departments. The role requires strong knowledge of LC/Non-LC documentation, ICEGATE, ODEX, and shipping procedures.

Key Responsibilities:

1. Documentation Management

• Oversee preparation of pre and post-shipment documents including Proforma Invoice, Commercial Invoice, Packing List, Draft Bill of Lading, Shipping Bill, and related documents.
• Ensure documentation compliance as per LC and Non-LC terms.
• Supervise ODEX filing, SI submission (Exports), and ICEGATE filing (Imports).
• Verify and approve Cargo & Freight Manifest preparation.

2. Import & Export Compliance

• Scrutinize Import documents such as Bill of Lading, Air Waybill (AWB), Checklist, and Delivery Orders.
• Ensure compliance with DGFT, Customs regulations, and international trade norms.
• Monitor accuracy in system updates for all shipment-related invoices and documents.

3. Team Leadership & Coordination

• Lead and manage the Documentation team, allocate responsibilities, and monitor performance.
• Coordinate with Operations, Customer Service, Liners, Forwarding Agents, and CHA for smooth shipment processing.
• Liaise with customers for Shipping Bills, Shipping Instructions, and documentation clarifications.

4. Process Improvement & Control

• Establish SOPs for documentation processes.
• Maintain proper filing systems (physical & digital).
• Monitor shipment tracking and ensure timely document submission.
• Follow up with liners for payment release and document issuance.

Eligibility Criteria:

• Minimum 610 years of experience in Export/Import Documentation (Freight Forwarding industry).
• Strong knowledge of LC documentation, Customs procedures, ICEGATE & ODEX filing.
• Leadership experience in handling a documentation team preferred.
• Good communication and coordination skills.

Key Skills:

• International Trade Documentation
• Customs Compliance
• Shipping Line Coordination
• Team Management
• Attention to Detail
• Problem-Solving

Apply resume to mayuri.sarode@swiftcargo.com