Assistant Documentation Manager

Orkla India; Ernakulam; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Orkla India is seeking an experienced Manager to lead the export documentation team and export warehouse operations. You will ensure timely, full completion of all export activities while liaising with regulatory bodies and optimizing compliance with GST, Incoterms and HS codes.

The role requires strong leadership to coordinate with CHA, banks, and internal teams, manage pre- and post-shipment formalities, and drive digitalization for efficient, cost-effective exports across locations.

Qualifications

• 5+ years FMCG export documentation experience.
• Strong knowledge of GST, customs, and regulatory requirements.
• Familiarity with HS codes, Incoterms and international trade rules.

Responsibilities

• Lead export documentation and warehouse teams to ensure on-time, full completion without extra costs or delays.
• Maintain cordial liaison with Spice Board, EIA and other regulatory bodies.
• Navigate Foreign Trade Policy and schemes such as Duty exemption, Drawback, EPCG and ECGC basics.
• Complete pre- and post-shipment formalities under Customs & GST.
• Coordinate with CHA and banks for certificates, Health/E-BRC docs and fumigation/legalization.
• Verify customer credit limits and manage short shipments.
• Coordinate export samples and POS shipments to buyers as needed.
• File fortnightly returns under EIA obligations and pay cess on shipments.
• Ensure re-import procedures are followed where required.
• Knowledge of statutory and commercial docs, LC negotiations, and HS code usage.
• Monitor imports/exports and GST/Customs compliance; maintain checklists.
• Receive export invoice documents from forwarders/CHAs and ensure country-specific docs (SFDA, MOPH, etc.).
• Verify documents in digital portals (SmartDoc) for payment processing and status updates.
• Monitor VGM, BL checks, trackers, COO, PI and related customs open examinations.
• Provide periodic updates to distributors on missing invoices or documentation queries.
• Ensure International Business warehouse is utilized; timely unloading/loading to meet revenue targets.
• Drive digitalization and automation for better tracking and resource utilization.

Skills

Export documentation

Regulatory compliance

GST compliance

Incoterms

HS Code knowledge

Team leadership

Liaison with regulatory bodies

Tools

SmartDoc

Job description

Role & responsibilities

• Manager Export documentation team and Export warehouse teams across the location and ensure the activities are completed on time in full and complete form without incurring any additional costs or delays
• Maintain cordial and working relations for better liaising with all regulatory bodies like Spice board, EIA etc
• Conversant with Foreign Trade Policy & Procedures like availing export benefits through' Duty exemption & remission schemes such as Chapter -3 Benefits and Duty Draw Back, Etc., along with maintaining trackers of all Schemes.
• Completion of pre-and-post shipment formalities complying with Customs & GST by individual and team
• AH&VS- Quarantine Certificate & other Certificates, certificates for Export online submission (Health certificate), E-BRC with respective Shipping Bills from Bank and update E-BRC statements regularly.
• To coordinate with internal teams & CHA in obtaining certification of fumigation, legalization of documents as required to facilitate smooth exports execution
• Timely verification of credit limit for customer and completion of short shipment
• Arranging for sending export samples/POS to various buyers as required
• Timely payment of Cess on shipment basis and filing of returns on fortnightly basis under EIA obligation
• Availing benefits through EPCG scheme for import of P&M, Equipment. Return filing of ECGC.
• Ensure Re-import of export goods and their procedure.
• Knowledge about preparation of statutory and Commercial documents, LC negotiations, GR Waivers, etc., with banks. Knowledge of Customs Tariffs, HS Code and INCOTERMS.
• Monitoring Imports and Exports, Documentation & compliance matters of GST and Customs.
• Owning the Check list for Exports/Imports on documentation and regulations
• Receive all export invoice documents from forwarders, CHAs, transport vendors and others
• Ensure country wise documents are received as needed like SFDA bill for KSA and MOPH bill
• Check and verify documents to digital portal (SmartDoc) for payment processing, update payment status to vendors as need bases for all the export related bills of CHA and Freight forwarders
• Monitor VGM sending, BL cross checking, weekly/monthly tracker, PI, Customs invoice, PL, COO, VGM, HC, Customs open examination
• Send updates to all distributors periodically on missing invoices and/or any documentation queries
• Ensure Internation Business warehouse is fully utilized. Ensure timely completion of unloading and loading at Warehouse
• Ensure all loading at Kothamangalm is completed on time to achieve the revenue targets for the month
• Implement digitalization and automation tools for better tracking and optimal utilization of resources

Monitor, report and improve performance of the team and build team capability across locations

Preferred candidate profile

5+ years of FMCG experience in export documentation