Assistant Manager - Export Operations, Logistics & Documentation

Role Purpose

To manage and coordinate export logistics, shipping documentation, and shipment execution to ensure timely dispatch of export orders, compliance with international trade regulations, and smooth coordination with freight forwarders, shipping lines, banks, and internal departments.

Key Responsibilities

1. Export Documentation & SAP Processing

• Create export documentation in SAP including Commercial Invoice, Packing List, and Shipping Instructions.
• Share documents with buyers for confirmation prior to shipment processing.
• Prepare and maintain complete export documentation records.

2. Freight & Shipment Coordination

• Negotiate freight rates with buyers or freight forwarders for shipments under CIF / DDP terms.
• Coordinate with freight forwarders for FOB shipments and shipment arrangements.
• Arrange container bookings with freight forwarders and coordinate with CHA, factory, and transporters for container pickup and movement to port.

3. Shipping Line & Vessel Monitoring

• Monitor vessel schedules, transit time, and routing through shipping lines.
• Track and follow up on loading dates, gate opening, and cut-off deadlines for Shipping Instructions, documentation submission, and VGM requirements.

4. Bill of Lading (BL) & Shipping Documentation

• Prepare Shipping Instruction (SI) copies for forwarders for issuing Bill of Lading.
• Review draft BL received from forwarders and coordinate with internal stakeholders for verification.
• Follow up for Original BL, Surrender BL, or Telex Release from freight forwarders.

5. Financial & Banking Documentation

• Obtain tax invoices from CHA / forwarders and coordinate with the Accounts Department for payment processing.
• Prepare and dispatch document sets to banks and monitor payment confirmation through banks such as
• Yes Bank
• HDFC Bank
• ICICI Bank

6. Export Compliance & Government Certifications

• Apply and issue Preferential Certificates through Government portals including:
• AIFTA
• IJ-CEPA
• IK-CEPA
• Apply for RODTEP certificates online and maintain records.

7. Shipment & Buyer Coordination

• Send scanned copies of export documents to buyers and follow up for payment.
• Coordinate courier dispatch of original shipping documents to buyers.
• Maintain communication with internal stakeholders and overseas buyers to ensure smooth shipment completion.

8. Payment Monitoring & Reporting

• Maintain and update export payment tracking charts on a financial year basis.
• Monitor inward remittances and export payment realization.

9. Merchant Trade & Logistics Support

• Manage merchant trade export documentation and regulatory compliance.
• Provide logistics and documentation support for Morris Linc shipments.
• Ensure proper documentation and follow up for inward payments related to export shipments.

Qualifications and Skills

• Export Documentation & International Trade Compliance
• Shipping Line & Freight Forwarder Coordination
• SAP ERP (Export Documentation Module)
• Knowledge of Incoterms (FOB, CIF, DDP)
• Understanding of Bill of Lading, VGM, SI documentation
• Knowledge of RODTEP, Preferential Trade Agreements and export incentives
• Coordination with Banks, CHA, and Logistics Partners
• Strong follow-up and communication skills