Job Description

The responsibilities of an Import-Export Documentation Executive primarily involve ensuring that all the documentation for the import and export processes complies with legal, regulatory, and business requirements. Here's a detailed list of common responsibilities:

1. Preparation and Management of Import-Export Documentation

• Customs Documentation : Prepare documents such as Bill of Lading (B/L), commercial invoices, packing lists, certificates of origin, import/export permits, and letters of credit.
• Shipping Documentation : Prepare and verify shipping-related documents like the Air Waybill (AWB), Delivery Orders (DO), and export declarations.
• Import/Export License : Ensure that all necessary licenses and certifications are obtained and valid for import and export processes.
• Invoice Verification : Cross-check invoices and purchase orders to ensure proper documentation before processing shipments.

2. Compliance with Regulations

• Ensure adherence to both local and international regulations (customs, tariffs, trade laws) when preparing and submitting documentation.
• Coordinate with government agencies (e.g., Customs, FDA, or other regulatory bodies) to ensure timely approvals.
• Keep updated with any changes in export/import laws and trade regulations.

3. Coordination with Internal Teams and External Partners

• Internal Coordination : Work closely with the logistics, procurement, and finance teams to ensure smooth operations and avoid delays in shipments.
• Communication with External Partners : Liaise with shipping companies, freight forwarders, and customs brokers to track shipments and resolve issues with documentation.

4. Processing of Shipments

• Tracking : Monitor the progress of shipments and communicate the status to relevant stakeholders.
• Problem-Solving : Resolve issues related to discrepancies in documentation, delays, or damages during shipment.
• Shipping Instructions : Provide clear instructions to freight forwarders and carriers based on documentation and requirements.

5. Record-Keeping and Filing

• Maintain accurate and up-to-date records of all documents related to imports and exports.
• Ensure that all documentation is easily accessible for audit purposes or future reference.

6. Invoice and Payment Processing

• Invoices : Ensure that all invoices are prepared accurately for payment processing.
• Payment Tracking : Follow up on payments and ensure compliance with payment terms, including taxes, duties, and customs charges.

7. Risk Management

• Identify and mitigate risks associated with incorrect documentation or shipment delays that could affect the business.
• Ensure all import/export processes are covered under the appropriate insurance.

8. Customer Service and Support

• Provide documentation support to clients and assist in resolving any documentation-related inquiries or issues.
• Facilitate smooth and timely delivery of goods, ensuring that the necessary paperwork is in order for customs clearance and delivery.

9. Reporting

• Generate and submit periodic reports on shipment status, documentation issues, and any potential delays to management.
• Report any discrepancies or issues related to documentation to management for further action.

10. Documentation Audits

• Participate in internal and external audits related to export/import documentation.
• Address any discrepancies identified in the audit process, including rectifying errors or omissions in documents.

11. Updating Procedures and Best Practices

• Review and update documentation processes to ensure efficiency and compliance with changing regulations or market conditions.
• Work towards continuous improvement of documentation workflows.

Job Type: Full-time

Pay: ?25,000.00 - ?30,000.00 per month

Schedule:

• Day shift

Supplemental Pay:

• Yearly bonus

Experience:

• total work: 5 years (Required)

Work Location: In person