Executive

Allcargo Logistics; Mumbai; On-site; INR 450,000 - 600,000; Full time

Job summary

Allcargo Logistics is seeking an Executive – Documentation (Air) in Mumbai to manage accurate Air Export & Import billing, coordinating with overseas agents and internal teams. The role emphasizes timely invoicing, complete documentation, and cost booking in the Topaz ERP system.

The candidate should have 2–4 years in air freight documentation or logistics, with proficiency in Excel and knowledge of Incoterms being a plus.

Qualifications

• Bachelor's degree in commerce, business administration, logistics or related field.
• 2–4 years of experience in air freight documentation or logistics operations.
• Experience with freight forwarding systems such as Topaz is advantageous.
• Proficiency in Microsoft Excel and MS Office recommended.
• Understanding of Incoterms and international logistics documentation desired.

Responsibilities

• Prepare and complete Air Export & Import billing upon shipment completion within defined turnaround time.
• Verify shipment details to ensure accurate invoicing.
• Coordinate with CS, operations, and finance for timely invoice processing.
• Maintain complete and accurate documentation for all export and import shipments.
• Coordinate with remittance, audit teams to ensure overseas remittance for air exports.
• Book overseas costs accurately in the Topaz system and resolve invoice discrepancies.
• Create and update port and vendor master data in the system and ensure master data accuracy.

Skills

Attention to detail

Communication

Analytical thinking

Education

Bachelor's Degree in Commerce, Business Administration, Logistics, Supply Chain Management, or related discipline

Tools

Topaz ERP

Job description

The Executive – Documentation (Air) is responsible forensuring accurate and timely documentation, invoicing, and cost booking for AirExport & Import shipments. The role involves coordinating with overseasagents, local vendors, and internal stakeholders to maintain financialaccuracy, operational efficiency, and compliance with company policies andstatutory requirements.

Key Responsibilities

• Prepareand complete Air Export & Import billing upon shipment completionwithin the defined turnaround time.
• Verifyshipment details to ensure accurate invoicing.
• Coordinatewith CS, operations, and finance teams for timely invoice processing.
• Maintaincomplete and accurate documentation for all export & import shipments.
• Coordinatewith remittance, audit team to ensure overseas remittance are donesmoothly for Air Exports shipments which are executed as door delivery.(It is hardly 2-3% of the overall business)

Overseas Cost Booking

• Verifyinvoices received from overseas agents against shipment records and agreedcommercial terms.
• Bookoverseas costs accurately in the Topaz system.
• Resolveinvoice discrepancies in coordination with overseas offices, CS, andfinance teams.
• Ensuretimely cost booking to facilitate financial closure.
• Validateinvoices received from local vendors.
• Ensuresupporting documents are complete before processing.
• Bookvendor costs accurately in Topaz within stipulated timelines.
• Coordinatewith vendors and internal stakeholders to resolve billing discrepancies.
• Createand maintain local vendor master records in the system.
• Createand update port master data as required.
• Ensureall master data is accurate, complete, and compliant with companystandards.

Compliance & Governance

• Adhereto internal policies, SOPs, and financial controls.
• Ensurecompliance with Internal Financial Controls (IFC), Internal Auditrequirements, ESG guidelines, LICM, Risk Register, and other statutory ororganizational compliance requirements.
• Supportaudit activities by providing accurate documentation and timely responses.
• Maintaincomplete documentation for audit readiness.

Candidate Profile:

• Bachelor'sDegree in Commerce, Business Administration, Logistics, Supply ChainManagement, or a related discipline.
• 2–4years of experience in Air Freight Documentation, Freight Forwarding,Logistics, or Supply Chain Operations.
• Experienceworking with freight forwarding systems such as Topaz or similar ERPplatforms will be an advantage.
• Knowledgeof Air Export & Import documentation and freight forwarding processes.
• Proficiencyin Microsoft Excel and MS Office.
• Understandingof commercial documentation, invoicing, and cost booking.
• Knowledgeof Incoterms and international logistics documentation is desirable.