Documentation Specialist

TRANZAF GROUP; Gurugram District; On-site; INR 450,000 - 750,000; Full time

Job summary

TRANZAF GROUP in Gurugram is seeking a meticulous Documentation Specialist with hands-on experience in shipping, logistics, freight forwarding and international trade documentation. You will prepare, check, coordinate and maintain shipping and export/import documentation while ensuring timely submission to shipping lines, freight forwarders, customs agents, banks and customers.

The ideal candidate should have strong knowledge of containerized shipments, Bills of Lading, shipping instructions,

Qualifications

• 3-7 years of experience in shipping, logistics, export documentation or international trade.
• Strong knowledge of containerized ocean shipments.

Responsibilities

• Prepare and coordinate Shipping Instructions (SI) with shipping lines and freight forwarders.
• Verify and coordinate issuance of Original Bill of Lading (OBL), Sea Waybill and Telex Release documents.
• Check B/L drafts for accuracy (consignee, notify party, cargo description, quantity, weight, container numbers).
• Coordinate B/L amendments and corrections with shipping lines.
• Track vessel schedules, ETD, ETA, transshipment and port movements.
• Prepare and verify Packing Lists, Certificates of Origin, Phytosanitary, Fumigation, Inspection, Weight and Insurance Certificates.
• Coordinate with customs brokers/CHA, freight forwarders, shipping lines and port authorities.
• Ensure documentation complies with customer, country and regulatory requirements.
• Handle LC, CAD, DP and other trade-payment documentation; review LC terms.
• Maintain shipment tracker with real-time status.
• Communicate with shipping lines, freight forwarders, customs agents, surveyors, warehouses and customers.

Skills

Attention to detail

Follow-up skills

Coordination

Multi-stakeholder communication

Time management

Problem-solving

Tools

MS Excel

MS Office

ERP systems

Job description

We are looking for a detail-oriented Documentation Specialist with hands-on experience in shipping, logistics, freight forwarding and international trade documentation. The candidate will be responsible for preparing, checking, coordinating and maintaining shipping and export/import documentation while ensuring timely submission to shipping lines, freight forwarders, customs agents, banks and customers.

The ideal candidate should have strong knowledge of containerized shipments, Bills of Lading, shipping instructions, commercial documentation, customs documentation and export processes.

Key Responsibilities

1. Shipping Documentation

• Prepare and coordinate Shipping Instructions (SI) with shipping lines and freight forwarders.


• Verify and coordinate issuance of Original Bill of Lading (OBL), Sea Waybill and Telex Release documents.


• Check B/L drafts for accuracy of consignee, notify party, cargo description, quantity, weight, container numbers and other details.


• Coordinate B/L amendments and corrections with shipping lines.


• Track vessel schedules, ETD, ETA, transshipment and port movements.

2. Export & Import Documentation

• Prepare and verify:




• Packing Lists.


• Certificates of Origin.


• Phytosanitary Certificates.


• Fumigation Certificates.


• Inspection Certificates.


• Weight Certificates.


• Insurance Documents.


• Other country/customer-specific documentation




• Coordinate with customs brokers/CHA, freight forwarders, shipping lines and port authorities.


• Ensure documentation is compliant with customer, country and regulatory requirements.

3. Letter of Credit / Banking Documentation

• Handle documentation for LC, CAD, DP and other trade-payment transactions.


• Review LC terms and ensure shipping documents comply with documentary requirements.


• Coordinate with banks for document submission and discrepancy resolution.


• Maintain records of document submission and bank acceptance.

4. Shipment Coordination

• Coordinate with procurement, sales, warehouse, finance and logistics teams.


• Follow up with freight forwarders and shipping lines for:
  
  
  
  • Booking confirmations
  
  
  • Container allocation
  
  
  • Empty container release
  
  
  • VGM
  
  
  • SI submission
  
  
  • BL issuance
  
  
  
  


• Maintain a shipment tracker with real-time status.

5. Documentation Control

• Maintain accurate digital and physical records of all shipment documents.


• Ensure documents are uploaded and filed systematically.


• Maintain shipment-wise folders and documentation checklists.


• Monitor pending documents and follow up with responsible departments.


• Ensure timely dispatch of OBLs and other original documents to customers/banks.

6. Coordination & Follow-up

• Communicate professionally with shipping lines, freight forwarders, customs agents, surveyors, warehouses and customers.


• Follow up proactively on delayed documents.


• Escalate critical shipment/documentation issues to management.

Required Experience

• 3-7 years of experience in shipping, logistics, freight forwarding, export documentation or international trade.


• Strong experience in containerized ocean shipments.


• Practical knowledge of Bill of Lading, Shipping Instructions, VGM, vessel schedules and export documentation.


• Experience dealing with shipping lines and freight forwarders.


• Experience in handling international customers and suppliers will be preferred.


• Experience in agri-commodity exports, food commodities, cashew, cocoa, sesame, grains or similar products will be an advantage.

Required Skills

• Excellent attention to detail.


• Strong follow-up and coordination skills.


• Good written and verbal communication.


• Strong MS Excel and MS Office skills.


• Ability to manage multiple shipments simultaneously.


• Ability to work under tight deadlines.


• Problem-solving and discrepancy-resolution skills.


• Good understanding of international shipping terminology.

Preferred Knowledge

• LC / CAD / DP transactions


• Customs and export procedures


• Port operations


• ERP/logistics management systems

Key Performance Indicators (KPIs)

• Accuracy of shipping documentation


• Timely submission of Shipping Instructions


• Timely receipt and release of Bills of Lading


• Number of documentation discrepancies


• On-time submission of documents to customers/banks


• Shipment documentation turnaround time


• Accuracy of shipment tracking


• Compliance with customer and regulatory requirements

Candidate Profile

The ideal candidate is highly organized, proactive and detail-oriented, with the ability to independently manage documentation for multiple international shipments. The person should be comfortable coordinating with multiple stakeholders across different countries and time zones.

Experience with international commodity trading and exports will be strongly preferred.