Job Purpose:
The EXIM Documentation is responsible for managing the preparation, verification, and submission of all documentation related to export-import operations, ensuring accuracy, compliance, and timely delivery. The role also supervises documentation staff, supports smooth cargo flow, and ensures regulatory adherence in line with international trade requirements.
Key Responsibilities:
Documentation Management
- Oversee preparation and issuance of export Bills of Lading, shipping instructions, cargo manifests, and import delivery orders.
- Verify accuracy of EXIM documentation to avoid errors, disputes, or delays.
- Ensure timely filing of documents with customs, port authorities, and relevant stakeholders.
Compliance & Regulatory Adherence
- Ensure documentation complies with EXIM trade regulations, customs laws, and international shipping standards.
- Monitor regulatory changes affecting export-import documentation.
- Maintain audit-ready records of all EXIM documents.
Operational Coordination
- Collaborate with operations, customer service, and commercial teams for smooth documentation flow.
- Liaise with port authorities, shipping lines, depots, and customs brokers to resolve discrepancies.
- Support vessel planning and cargo readiness through proper documentation.
Customer Service Support
- Address customer queries regarding EXIM documentation requirements.
- Provide proactive updates on documentation status and ensure smooth customer handovers.
- Resolve documentation-related disputes or exceptions promptly.
Team Leadership
- Supervise and mentor documentation executives handling EXIM processes.
- Allocate workloads and monitor team performance against accuracy and timeliness targets.
- Train staff on regulatory requirements, digital tools, and process improvement.
Key Performance Indicators:
- Accuracy and timeliness of EXIM documentation.
- Compliance with customs, port, and trade regulations.
- Reduction in documentation-related disputes or penalties.
- Customer satisfaction with documentation support.
- Efficiency improvements in documentation processing.
Qualifications and Experience:
- Bachelor's degree in Logistics, Shipping, International Trade, or Business Administration.
- 47 years of documentation experience, with at least 35 in export-import operations.
- Strong knowledge of EXIM trade regulations, customs requirements, and international shipping practices.
- Experience with ERP/shipping documentation systems (SAP, Cargo Wise, INTTRA, etc.).
- Supervisory/team leadership experience preferred.
