Job Description (JD) Export Documentation & Operations Executive
Position: Export Documentation & Operations Executive
Department: Export Operations
Location: New Delhi
Experience: 3-6 Years (Experience in Rice/Agri Commodity Export Industry preferred)
Employment Type: Full-Time
About the Role
We are looking for a detail-oriented and responsible Export Documentation & Operations Executive to manage export documentation, shipment operations, packaging coordination, and end-to-end execution of export orders. The candidate will be responsible for ensuring timely order processing, accurate documentation, coordination with internal teams and external service providers, and smooth dispatch of export consignments.
Key ResponsibilitiesExport Documentation & Compliance
- Prepare, verify, and maintain complete export documentation including:
- Commercial Invoice
- Packing List
- Certificate of Origin
- Phytosanitary Certificate
- Fumigation Certificate
- Health Certificate / EIC documents (where applicable)
- Bill of Lading (Draft & Final)
- Shipping Instructions
- Insurance Documents
- Inspection Certificates and buyer-specific documentation
- Ensure all documents are prepared accurately as per buyer requirements and destination country regulations.
- Coordinate with CHA, freight forwarders, shipping lines, banks, and government authorities for timely documentation.
- Handle export documentation under various payment terms including Advance Payment, CAD, and Letter of Credit (LC).
Packaging Material Management & Coordination
- Coordinate with the sales and production teams regarding packaging requirements for export orders.
- Prepare packaging material requirements based on confirmed orders.
- Follow up with vendors for timely supply of packaging materials including:
- Printed bags
- Non-woven bags
- PP/BOPP bags
- Jute bags
- Cartons and other packing materials
- Coordinate for packaging material quotations, order placement, production status, and delivery schedules.
- Ensure availability of packaging materials before production and shipment deadlines.
- Maintain records of packaging material inventory, consumption, and pending requirements.
Cargo Packing, Loading & Dispatch Coordination
- Coordinate with packing teams for export cargo packing as per buyer specifications.
- Ensure correct packing, labeling, marking, and palletization requirements are followed.
- Coordinate container stuffing schedules with warehouse and logistics teams.
- Supervise and monitor loading activities to ensure proper utilization of container space and safe cargo handling.
- Verify loading details, container numbers, seal details, and dispatch documents.
- Ensure timely dispatch of containers as per vessel schedules.
Export Operations & Shipment Coordination
- Manage end-to-end export shipment operations from order confirmation to final dispatch.
- Coordinate with production, warehouse, and quality teams for timely order readiness.
- Arrange and monitor container bookings, vessel schedules, and shipment planning.
- Coordinate with CHA and logistics partners for container placement, stuffing, loading, and dispatch.
- Ensure smooth execution of cargo movement from factory/warehouse to port.
- Track shipment status and provide timely updates to internal teams and buyers.
- Maintain shipment records, export files, and operational MIS.
Regulatory & Export Compliance
- Ensure compliance with DGFT, Customs, APEDA, EIC/EIA, and other export-related requirements.
- Coordinate for export-related certificates and approvals wherever required.
- Assist in export incentive documentation such as RoDTEP, eBRC, and other applicable benefits.
- Coordinate with banks for export document submission and realization tracking.
- Maintain proper records of export shipments and supporting documents.
Internal & External Coordination
- Coordinate with international sales team for buyer requirements and shipment planning.
- Communicate with overseas buyers, freight forwarders, CHA, suppliers, and service providers.
- Resolve operational issues related to documentation, packaging, loading, and shipment execution.
- Ensure timely communication and follow-up with all stakeholders.
Required Skills & Qualifications
- Bachelor’s degree in Commerce, International Business, Supply Chain, or related field.
- 3–5 years of experience in export documentation and operations.
- Experience in rice/agri commodity exports will be preferred.
- Good knowledge of export procedures, shipping documents, and Incoterms.
- Understanding of packaging procurement and export cargo handling.
- Strong coordination, follow-up, and problem-solving skills.
- Excellent attention to detail and documentation accuracy.
- Proficiency in MS Office (Excel, Word, Outlook).
Preferred Candidate Profile
- Experience handling international shipments to Africa, Europe, Middle East, or other global markets.
- Ability to independently manage multiple export orders and shipments.
- Strong organizational skills with the ability to work under deadlines.
Key Performance Indicators (KPIs)
- Timely and error-free export documentation.
- On-time availability of packaging materials.
- Smooth packing, loading, and dispatch of export consignments.
- Minimum shipment delays due to operational issues.
- Proper maintenance of export records and MIS.
- Effective coordination with all internal and external stakeholders.
ONLY APPLY IF YOUR FROM AGRI EXPORT BACKGROUND
Job Type: Full-time
Pay: ₹25,000.00 - ₹50,000.00 per month
Application Question(s):
- What's your current salary?
- What's your expected salary?
- What's your notice period?
Education:
Experience:
- Rice Industry: 5 years (Required)
- Export documentaion & operation: 5 years (Required)
Work Location: In person
