Ocean Export Documentation Executive

#hiring #OceanExportDocumentation #mumbai

Job Description: Ocean Export Documentation Executive

Location: Andheri, Mumbai (Andheri East / West)

Department: Ocean Export Logistics / Operations

Experience Level: 2 to 5 years (Preferred)

Employment Type: Full-time

Role Overview

The Ocean Export Documentation Executive will be responsible for handling the complete end-to-end documentation process for sea freight export shipments. This role requires close coordination with shipping lines, custom brokers, overseas agents, and internal sales teams to ensure accurate, timely, and compliant documentation. The ideal candidate will have hands-on experience navigating Mumbai's port dynamics (JNPT) and customs protocols.

Key Responsibilities

1. Documentation Processing

Prepare and process crucial export documents, including Bill of Lading (B/L), Shipping Bills, Commercial Invoices, Packing Lists, and Certificate of Origin.

File Advance Cargo Declaration (AMS / ISF / ENS) for specific trade lanes (US, Europe, etc.) accurately within carrier deadlines.

Submit accurate Shipping Instructions (SI) to shipping lines via portals like INTTRA, Odex, or carrier-specific websites.

2. Coordination & Tracking

Coordinate with shipping lines, NVOCCs (Non-Vessel Operating Common Carriers), and transport vendors to secure booking confirmations and track container movements.

Liaise with custom house agents (CHAs) to monitor cargo clearance at JNPT / Nhava Sheva.

Maintain constant communication with overseas agents for delivery instructions and smooth handover of destination documents.

3. Compliance & Reporting

Ensure all documentation strictly complies with Indian Customs regulations, DGFT (Directorate General of Foreign Trade) guidelines, and international maritime laws.

Verify freight invoices, handle pre-alerts, and execute timely invoicing to customers or overseas agents.

Maintain accurate status reports (Daily Status Report - DSR) in the company's ERP or logistics software (e.g., CargoWise, Visual Freight, or customized systems).

Required Skills & Qualifications

Education: Graduate in any stream (Commerce or Logistics specialization is a plus). A diploma in Export-Import Management or International Trade is highly preferred.

Experience: Minimum 2+ years of hardcore ocean export documentation experience within a freight forwarding or logistics company.

Technical Skills:

Proficiency in logistics portals (INTTRA, Odex, ICEGATE).

Strong command over MS Office (especially Excel for tracking sheets).

Industry Knowledge: Thorough understanding of Incoterms, container types, freight terminology, and port/customs procedures in Mumbai.

Soft Skills: Exceptional attention to detail to avoid heavy amendment penalties, strong written English communication, and the ability to work under tight shipping cut-offs.

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