Documentation Specialist – Marine Logistics & Clearing & Forwarding (C&F)
Location - Mumbai
Department - Operations / Logistics
Experience Required 8–10 Years
Reports To
Operations Manager / Logistics Head
Position Overview
We are seeking an experienced Documentation Specialist with 8–10 years of expertise in Marine Logistics and Clearing & Forwarding (C&F) operations. The ideal candidate will be responsible for managing end-to-end shipping, customs, import/export, and logistics documentation while ensuring compliance with maritime regulations, customs requirements, client contracts, and company policies.
The role requires strong knowledge of international trade documentation, vessel operations, freight forwarding, customs clearance processes, and document control systems.
Key Responsibilities
Documentation Management
- Prepare, verify, and manage all import/export documentation related to marine logistics operations.
- Ensure accuracy and completeness of shipping documents including:
- Bill of Lading (B/L)
- Commercial Invoices
- Packing Lists
- Certificates of Origin
- Shipping Instructions
- Delivery Orders
- Cargo Manifests
- Customs Documentation
- Port and Vessel Documentation
- Maintain document version control and ensure timely circulation of approved documents.
- Establish and maintain document tracking and filing systems for easy retrieval and audit readiness.
Clearing & Forwarding (C&F) Operations
- Coordinate with customs brokers, freight forwarders, shipping lines, port authorities, and transport providers.
- Manage customs clearance documentation for import and export shipments.
- Ensure compliance with customs regulations, trade laws, and port requirements.
- Monitor shipment status and ensure all documentation is submitted within stipulated timelines.
- Resolve documentation discrepancies and customs-related issues promptly.
Marine Logistics Coordination
- Support vessel operations through preparation and verification of shipping and cargo documentation.
- Coordinate documentation for vessel arrivals, departures, cargo loading, unloading, and port clearances.
- Liaise with shipping agents, vessel operators, charterers, and logistics service providers.
- Ensure compliance with maritime regulations and operational requirements.
Compliance & Audit Support
- Ensure adherence to company policies, international trade regulations, customs laws, and maritime standards.
- Support internal and external audits by maintaining complete and accurate documentation records.
- Monitor regulatory changes impacting logistics and documentation processes.
- Maintain confidentiality and security of sensitive commercial and operational documents.
Stakeholder Management
- Serve as the primary point of contact for documentation-related queries from clients, vendors, customs authorities, and internal teams.
- Coordinate closely with operations, procurement, finance, and commercial departments.
- Provide regular updates on documentation status and shipment progress.
Required Qualifications
- Bachelor's Degree in Logistics, Supply Chain Management, Shipping, International Trade, Commerce, Business Administration, or related discipline.
- Additional certification in Shipping, Customs Procedures, Freight Forwarding, or Documentation Management is preferred.
Experience Requirements
- 8–10 years of relevant experience in Marine Logistics, Shipping, Freight Forwarding, or Clearing & Forwarding operations.
- Strong hands-on experience in import/export documentation and customs clearance processes.
- Experience working with shipping lines, port authorities, freight forwarders, and customs agencies.
- Knowledge of international shipping practices, Incoterms, and trade compliance requirements.
Required Skills
· Expertise in shipping and logistics documentation.
· Strong knowledge of customs regulations and clearance procedures.
· Familiarity with import/export compliance and international trade documentation.
· Excellent document control and record management skills.
· Strong coordination and stakeholder management abilities.
· High attention to detail and accuracy.
· Proficiency in MS Office Suite, ERP systems, and document management platforms.
· Strong analytical and problem-solving skills.
- Excellent written and verbal communication skills.
Preferred Industry Background
· Marine Logistics
· Shipping & Port Operations
· Freight Forwarding
· Clearing & Forwarding (C&F)
· Supply Chain & Logistics
· Offshore Logistics
· Import & Export Operations
Key Competencies
· Documentation Accuracy
· Regulatory Compliance
· Process Management
· Time Management
· Attention to Detail
· Coordination & Follow-up
· Risk Identification & Resolution
· Customer Service Orientation
Success Metrics (KPIs)
· Zero critical documentation errors.
· Timely completion of customs and shipping documentation.
· Compliance with regulatory and audit requirements.
· Reduced shipment delays caused by documentation issues.
· Efficient document retrieval and record maintenance.
· High stakeholder satisfaction and operational support effectiveness.
Experience: 8–10 Years
Employment Type: Full-Time
Industry: Marine Logistics, Shipping, Freight Forwarding & C&F Operations.
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Cell phone reimbursement
- Flexible schedule
- Provident Fund
Work Location: In person
