Senior Executive - Documentation

Job Purpose:

The EXIM Documentation is responsible for managing the preparation, verification, and submission of all documentation related to export-import operations, ensuring accuracy, compliance, and timely delivery. The role also supervises documentation staff, supports smooth cargo flow, and ensures regulatory adherence in line with international trade requirements.

Key Responsibilities:

Documentation Management

• Oversee preparation and issuance of export Bills of Lading, shipping instructions, cargo manifests, and import delivery orders.
• Verify accuracy of EXIM documentation to avoid errors, disputes, or delays.
• Ensure timely filing of documents with customs, port authorities, and relevant stakeholders.

Compliance & Regulatory Adherence

• Ensure documentation complies with EXIM trade regulations, customs laws, and international shipping standards.
• Monitor regulatory changes affecting export-import documentation.
• Maintain audit-ready records of all EXIM documents.

Operational Coordination

• Collaborate with operations, customer service, and commercial teams for smooth documentation flow.
• Liaise with port authorities, shipping lines, depots, and customs brokers to resolve discrepancies.
• Support vessel planning and cargo readiness through proper documentation.

Customer Service Support

• Address customer queries regarding EXIM documentation requirements.
• Provide proactive updates on documentation status and ensure smooth customer handovers.
• Resolve documentation-related disputes or exceptions promptly.

Team Leadership

• Supervise and mentor documentation executives handling EXIM processes.
• Allocate workloads and monitor team performance against accuracy and timeliness targets.
• Train staff on regulatory requirements, digital tools, and process improvement.

Key Performance Indicators:

• Accuracy and timeliness of EXIM documentation.
• Compliance with customs, port, and trade regulations.
• Reduction in documentation-related disputes or penalties.
• Customer satisfaction with documentation support.
• Efficiency improvements in documentation processing.

Qualifications and Experience:

• Bachelors degree in Logistics, Shipping, International Trade, or Business Administration.
• 47 years of documentation experience, with at least 35 in export-import operations.
• Strong knowledge of EXIM trade regulations, customs requirements, and international shipping practices.
• Experience with ERP/shipping documentation systems (SAP, Cargo Wise, INTTRA, etc.).
• Supervisory/team leadership experience preferred.