Job Description Documentation Executive (Export)
Company: Pon Pure Chemical India Private Limited
Department: Documentation
Location: Erode
Experience: 2 to 5 Years
Role Overview
We are seeking a detail-oriented Documentation Executive to manage export documentation and ensure smooth coordination with internal and external stakeholders. The role involves handling end-to-end export documentation processes while ensuring compliance with international trade regulations.
Key Responsibilities
1. Export Documentation
- Prepare Shipping Instruction (SI) documentation for export invoices.
- Generate and verify export documents such as commercial invoices, packing lists, and insurance certificates.
- Ensure accuracy and completeness of all pre- and post-shipment documentation.
2. Verification & Compliance
- Verify Bill of Lading (BL) and related shipping documents.
- Ensure all documentation complies with international shipping regulations, customs requirements, and Letter of Credit (L/C) terms.
- Maintain adherence to Incoterms, HSN codes, and statutory requirements.
3. Coordination & Communication
- Coordinate with freight forwarders, shipping lines, customs agents, and internal teams (logistics/sales).
- Arrange vessel certificates and other required shipping documents.
4. Shipment Tracking & TAT Management
- Maintain track sheets for export documentation cutoff dates.
- Ensure timely completion of tasks within defined TAT.
- Track shipment status and provide regular updates to stakeholders.
5. Record Maintenance & Issue Resolution
- Maintain proper digital and physical records of export transactions.
- Identify and resolve discrepancies in documentation to avoid delays in customs clearance.
Required Skills & Knowledge
- Strong understanding of export documentation processes
- Knowledge of Incoterms, HSN Codes, and customs regulations
- Experience in handling BL, SI, and export invoices
- Proficiency in ERP systems (SAP preferred), MS Office, and online customs portals
- Excellent coordination and communication skills
- High attention to detail and ability to meet deadlines
Key Attributes
- Detail-oriented and organized
- Ability to work under pressure and meet strict timelines
- Strong problem-solving skills
- Team player with a proactive approach
