The Logistics Documentation Executive is responsible for managing end-to-end documentation and coordination for export, import, High Seas Sale, and Merchant Trade transactions. The role ensures timely execution of shipments, compliance with statutory and customer requirements, effective coordination with internal and external stakeholders, and accurate maintenance of shipping and regulatory records.
- Prepare and issue sales contracts, shipment schedules, and export documentation in accordance with customer requirements and applicable regulations.
- Coordinate with customers to obtain order confirmations, shipping markings, documentation approvals, and other shipment-related requirements.
- Monitor shipment progress and ensure timely dispatch of original shipping documents in line with agreed payment terms.
- Respond to customer queries, follow up on outstanding payments, and assist in the processing of marine insurance claims, where applicable.
- Administer export incentive and authorization schemes, including EPCG, Advance Authorization, DFIA, and RODTEP, ensuring timely applications and regulatory compliance.
- Ensure that all applicable advance payments are received from customers prior to shipment.
- Ensure all customers covered under credit terms are reported to the credit insurance provider in accordance with company policy.
- Ensure marine insurance is obtained for every export shipment executed on CIF (Cost, Insurance, and Freight) terms without exception.
- Prepare purchase contracts and issue shipping instructions to suppliers in accordance with purchase terms.
- Coordinate with suppliers, Customs House Agents (CHA), freight forwarders, and transporters to ensure timely customs clearance and delivery of shipments.
- Monitor shipment status, verify shipping documentation, and coordinate supplier payments in accordance with contractual payment terms.
- Maintain and update import documentation, including Bill of Entry (BE) records and related statutory documents.
- Process import-related claims and verify CHA invoices before submission to the Finance & Accounts department for payment.
- Ensure that suppliers shipping goods on CNF (Cost and Freight) terms are informed in a timely manner to arrange appropriate marine insurance coverage.
- Prepare and execute High Seas Sale and Merchant Trade contracts in compliance with applicable regulatory and contractual requirements.
- Coordinate with suppliers, customers, shipping lines, and logistics partners to ensure seamless execution of transactions.
- Monitor shipment progress, facilitate documentation flow, and provide regular status updates to stakeholders.
- Follow up on customer and supplier payments and ensure compliance with agreed contractual terms.
- Maintain accurate transaction records and ensure timely updating and closure of Bank Bill of Entry (BE) records in accordance with regulatory requirements.
- Ensure complete, accurate, and timely preparation of all logistics and shipping documentation.
- Maintain compliance with applicable export-import regulations, company policies, and customer requirements.
- Maintain organized records of all shipping, commercial, banking, and statutory documents for audit and regulatory purposes.
- Coordinate effectively with internal departments, banks, freight forwarders, Customs House Agents, insurance providers, and customers to ensure smooth execution of logistics operations.
