Key roles and responsibilities
Pre-shipment documentation
- Order processing: Receive and process export orders from overseas buyers, verifying all terms and conditions.
- Preparation of commercial documents: Create essential documents such as the commercial invoice, packing list, and declaration forms.
- Banking procedures: Handle banking requirements, including managing Letters of Credit (LC), Bills of Exchange, and following up on Bank Realization Certificates (BRC).
- Customs coordination: Communicate with Customs House Agents (CHA) to prepare the shipping bill and ensure customs clearance is handled properly.
Post-shipment documentation
- Courier management: Arrange for the prompt couriering of original shipping documents to the buyer and inform them of the tracking number.
- Record keeping: Maintain accurate records of all export files and shipping documents for audits and future reference.
- Logistics coordination: Work with freight forwarders and shipping lines to track shipments and ensure goods are delivered on schedule.
- Payments and incentives: Pursue timely payments from buyers and handle documentation for government export incentives and schemes, such as drawback and RODTEP claims.
Import management (raw materials)
- Sourcing: Facilitate the procurement and import of raw materials and trims, such as fabrics, that are used in garment production.
- Import documentation: Prepare and verify import-related documents like the Bill of Entry.
- Regulatory compliance: Ensure all import activities comply with the customs regulations of the destination country.
Operational coordination
- Stakeholder liaison: Act as a central point of contact, coordinating with overseas buyers, suppliers, banks, customs officials, and logistics partners.
- Problem-solving: Address and resolve any discrepancies or issues that arise with documentation or shipments.
- Inventory management: Collaborate with internal departments to track inventory and ensure adequate stock for manufacturing orders.
Required skills and qualifications
- Educational background: A bachelor's degree in a relevant field like Logistics, International Business, or Supply Chain Management is often required.
- Industry experience: Hands-on experience in import-export operations, particularly within the apparel or fashion industry, is highly valued.
- Documentation proficiency: Strong attention to detail and accuracy when preparing commercial invoices, packing lists, and other trade documents.
- Regulatory knowledge: In-depth knowledge of international shipping regulations, customs procedures, and trade compliance (e.g., DGFT and ICEGATE in India).
- Communication skills: Excellent written and verbal communication abilities to effectively liaise with various internal and external parties.
- Technical skills: Proficiency in standard software, such as MS Office, and familiarity with specific export/import software or ERP systems.
- Organizational skills: The ability to manage multiple shipments and deadlines effectively is crucial for this fast-paced role.
