Deputy Manager- Export Documentation

Ultra Chemical Works; Thane; On-site; INR 600,000 - 900,000; Full time

Job summary

Ultra Chemical Works is seeking an Export Documentation & Operations Lead in Thane to manage end-to-end export processes, from order receipt to final delivery, ensuring documentation accuracy and regulatory compliance. You will coordinate with banks, CHA, freight forwarders, and shipping lines to ensure timely clearance and payment realization, while leading a dedicated team.

The role requires proactive problem solving, strong coordination with customers, and adherence to timelines for shipment

Qualifications

• End-to-end experience in export documentation.
• Willingness to travel to Wagle Estate Thane (6 days a week).

Responsibilities

• Own end-to-end export documentation and shipment operations from order receipt to transaction closure.
• Prepare, verify, and ensure accuracy of pre- and post-shipment documents per regulations.
• Coordinate with banks for LC terms, payment realization, and export payments.
• Liaise with CHA, freight forwarders, and shipping lines to ensure clearance and delivery.
• Monitor shipment movements, schedules, and delivery status.
• Provide customers with regular shipment updates and manage delays.
• Lead the Export Documentation & Operations team and drive process improvements.
• Ensure compliance with DGFT guidelines and other regulatory filings.
• Maintain records of export orders, shipments, payments, and receivables.

Skills

Export documentation

Team leadership

Logistics coordination

Regulatory compliance

Job description

Role & responsibilities

• Take end-to-end ownership of export documentation and shipment operations, from receipt of the customer order/contract through shipment, documentation, payment realization, and closure of the transaction.
• Oversee the preparation, verification, and accuracy of pre-shipment and post-shipment export documentation in accordance with customs regulations, contractual requirements, and LC/DA/DP terms.
• Review and ensure accuracy of key export documents including Commercial Invoice, Packing List, Bill of Lading, Certificate of Origin, Insurance Certificate, shipping documents, and other statutory/commercial documents.
• Coordinate with banks for submission and negotiation/collection of export documents, ensuring compliance with LC terms and timely processing of export payments.
• Monitor and follow up on outstanding export payments and realization of export proceeds in coordination with the Finance team, customers, and banks.
• Liaise with Customs House Agents (CHA), freight forwarders, shipping lines, transporters, and other service providers to ensure timely customs clearance, shipment execution, and delivery.
• Monitor the complete shipment movement from exporter to buyer, including container planning, port handling, vessel schedules, transshipment, documentation, and delivery status.
• Coordinate with customers/buyers and provide regular updates on shipment status, documentation, estimated arrival, delivery schedules, and any delays or operational issues.
• Review customer Purchase Orders, Sales Contracts, LC terms, and agreed commercial conditions and plan shipments in line with contractual timelines and customer requirements.
• Act as the primary point of coordination between the company, buyer, banks, CHA, freight forwarders, shipping lines, suppliers, and internal teams to ensure smooth execution of export orders.
• Proactively identify and resolve documentation, customs, logistics, payment, and shipment-related issues, ensuring minimum disruption to the customer and business.
• Ensure compliance with applicable export regulations, customs requirements, DGFT guidelines, and statutory filings, including coordination for ECGC, REX, and other applicable registrations/filings.
• Manage documentation and claims related to export incentives, duty benefits, and other export-related schemes, wherever applicable.
• Maintain proper records and tracking of export orders, shipments, documentation, payments, and outstanding receivables to ensure complete transaction visibility.
• Take responsibility for meeting shipment and documentation deadlines and ensure that commitments made to customers are followed through to completion.
• Lead, train, and supervise the Export Documentation & Operations team, ensuring accuracy, accountability, timely execution, and adherence to defined processes.
• Review existing processes, identify gaps, delays, and operational inefficiencies, and implement improvements to enhance productivity, accuracy, compliance, and cost-effectiveness.
• Ensure ownership and accountability at every stage of the export cycle, proactively following up on pending activities rather than relying on multiple teams for closure.
• Maintain a customer-focused approach, ensuring smooth coordination with overseas buyers and timely resolution of their queries, documentation requirements, and shipment-related concerns.
• Ensure that every export transaction is properly documented, financially closed, and completed from exporter to final buyer/delivery stage.

Preferred candidate profile

1. End to end experience in export documentation

2. Team handling experience will be added advantage

Candidate willing to travel to Wagle Estate Thane for 6 days a week.