Job Overview
- Prepare, review, and manage complete sets of pre-shipment and post-shipment export documents, including Proforma Invoices, Commercial Invoices, Packing Lists, Shipping Bills, Certificates of Origin, Bills of Lading (B/L), and Airway Bills (AWB).
- Ensure accurate documentation of machinery shipments (CO2 Laser Machines, Fiber Laser Machines, CNC Routers, and spare parts), including model numbers, serial numbers, technical specifications, HS code classification, and values.
- Coordinate with Sales, Production, Logistics, and Accounts departments for order details, dispatch readiness, and smooth execution of export orders.
- Liaise with Freight Forwarders, Customs House Agents (CHAs), transporters, and shipping lines/airlines to arrange freight booking, containers, and stuffing of heavy machinery.
- Negotiate freight rates and identify efficient, cost-effective shipping routes.
- File Shipping Bills via online customs portals (e.g., ICEGATE) and ensure compliance with DGFT, customs, and international trade regulations.
- Procure and manage compliance documents such as Certificates of Origin (COO), GSP, and preferential trade certificates as per destination country requirements.
- Track and monitor shipments from dispatch to final delivery, providing timely updates to buyers/customers and resolving shipment or documentation discrepancies.
- Compile and dispatch final document sets to customers or their banks for customs clearance at the destination.
- Follow up with banks on export documentation under various payment terms, including Letters of Credit (L/C), advance payments, and collections.
- Ensure strict adherence to all L/C terms and submit documents for negotiation and payment.
- Coordinate with the Finance team for export insurance, Bank Realization Certificates (BRC), and claiming export incentives under government schemes.
- Maintain accurate, organized digital and physical records of all export-related documents for audits, compliance, and future reference.
- Prepare regular MIS reports on shipment status, logistics costs, turnaround times, and other performance indicators for management review.
- Stay updated with international trade agreements, country-specific import regulations, and sanctions to ensure timely and compliant exports.
- In-depth knowledge of export documentation, including Commercial Invoices, Packing Lists (with technical specifications), Bills of Lading (B/L), Airway Bills (AWB), and Certificates of Origin (COO).
- Expertise in scrutinizing and handling Letters of Credit (L/C) as per UCP 600 guidelines to ensure error-free payment collection.
- Strong ability to accurately determine and apply Harmonized System (HS) codes for industrial machinery and spare parts.
- Thorough understanding of Indian export regulations, DGFT policies, FEMA guidelines, and the Customs Act, 1962.
- Practical knowledge and application of Incoterms® 2020 to define buyer-seller responsibilities.
- Awareness of international trade compliance, country-specific import regulations, sanctions, and documentation standards (e.g., CE marking in Europe).
- Proven experience in liaising with Freight Forwarders, CHAs, shipping lines, airlines, and transporters for shipment planning and execution.
- Skill in negotiating competitive freight rates and identifying cost-effective shipping solutions.
- Hands-on experience with Shipping Bill preparation and filing via ICEGATE portal.
- Proficiency in MS Office Suite (Excel for trackers/reports, Word for documentation, Outlook for communication).
- Familiarity with ERP systems (SAP, Oracle, Tally ERP) for order and dispatch information.
- Strong record-keeping and MIS reporting skills with a systematic approach to compliance and audits.
- Meticulous attention to detail to ensure error-free documentation and avoid costly delays or penalties.
- Strong organizational and time management skills to handle multiple shipments and meet strict deadlines.
- Analytical and problem-solving ability to resolve documentation discrepancies and logistical challenges.
- Effective verbal and written communication skills for coordination with customers, banks, and internal teams.
- Ability to work efficiently under pressure in a fast-paced, deadline-driven environment.
- Knowledge of export insurance policies, risk management practices, and incentive schemes.
- Collaborative mindset to work closely with Sales, Production, Logistics, and Finance teams.
How to Apply
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