Executive Import & Export
Role Purpose
To ensure accurate coordination of import and export shipments, maintain regulatory compliance, manage documentation, and support efficient movement of pharmaceutical trading materials, ensuring timely delivery and traceability throughout the supply chain.
Reporting Structure
- Reports to: Warehouse Manager / Inventory Manager / Supply Chain Manager
- Coordinates with: Purchase, Quality Assurance, Dispatch, Accounts, Logistics Partners, and Freight Forwarders
1. Import Shipment Coordination
- Coordinate with suppliers, freight forwarders for import & export shipments.
- Track incoming consignments and ensure timely clearance.
- Verify import documents including Invoice, Packing List, Bill of Lading/AWB, and other shipping documents.
- Follow up for timely receipt of imported materials and update concerned departments.
2. Export Order Processing
- Process export orders as per customer requirements.
- Coordinate shipment schedules with freight forwarders and logistics partners.
- Ensure timely dispatch of export consignments.
- Monitor shipment status and provide updates to management and customers.
3. Documentation & System Updates
- Prepare and verify import-export documents as per regulatory requirements.
- Maintain records of Commercial Invoices, Packing Lists, Shipping Bills, Certificates of Origin, and other trade documents.
- Update shipment details in ERP/software and tracking sheets.
- Maintain proper filing and retrieval of all import-export records.
4. Material Receiving & Verification
- Coordinate receipt of imported trading materials.
- Verify quantity, batch number, manufacturing date, and expiry date of received materials.
- Ensure discrepancies are reported immediately to the concerned department.
- Support preparation of Goods Receipt Notes (GRN) for imported materials.
5. Inventory & Shipment Record Management
- Maintain records of imported and exported materials.
- Ensure proper tracking of inward and outward material movements.
- Coordinate with warehouse personnel for stock reconciliation.
- Maintain traceability records as per company procedures.
6. Regulatory Compliance & Documentation
- Maintain records required for audits and regulatory inspections.
- Monitor validity of licenses, permits, and statutory registrations related to import-export activities.
- Support internal and external audits by providing required documentation.
7. Coordination with Internal Departments
- Coordinate with Purchase for procurement-related imports.
- Coordinate with Quality Assurance for material release and compliance requirements.
- Coordinate with Dispatch for export shipment planning.
- Coordinate with Accounts for duty payments, vendor invoices, and shipment-related expenses.
8. Shipment Tracking & Reporting
- Maintain real-time tracking of all import and export shipments.
- Prepare periodic MIS reports related to shipment status, clearance timelines, and logistics costs.
- Monitor delays and take corrective actions to ensure timely delivery.
- Inform management of any shipment discrepancies, delays, or compliance issues.
9. Vendor & Logistics Management
- Coordinate with freight forwarders, transporters and courier agencies.
- Ensure timely submission of shipping instructions and transport documents.
- Evaluate service performance of logistics vendors and report issues to management.
Key Responsibilities
- Timely clearance of import shipments.
- Accurate preparation and maintenance of import-export documentation.
- Compliance with customs and regulatory requirements.
- Effective coordination with internal departments and external agencies.
- Proper tracking and reporting of material and shipment movements.
- Timely execution of export orders with minimal discrepancies.
Experience
- Min 2 years of experience in Import & Export Operations/ warehose
Required Skills
- Knowledge of import-export documentation and procedures.
- Proficiency in MS Excel
- Attention to detail and documentation accuracy.
- Ability to manage multiple shipments and deadlines effectively.
Pay: ₹15,000.00 - ₹22,000.00 per month
Work Location: In person
