Export Documentation Assistant

Orient Cables; Bhiwadi; On-site; INR 240,000 - 360,000; Full time

Job summary

Orient Cables is seeking a detail-oriented Export Documentation executive in India to handle commercial invoices, packing lists, COO processing, and document control. You will coordinate with transporters, freight forwarders, and CHA for timely shipments while ensuring compliance with DGFT, FEMA, and GST-related export docs.

Fresh graduates with a keen eye for accuracy are welcome; training will be provided to learn export procedures and internal processes.

Qualifications

• Graduate in any stream.
• Basic knowledge of MS Excel and MS Word (typing, simple tables, data entry).
• Basic understanding of export documents (Invoice, Packing List, COO, B/L) is an advantage, not mandatory.
• Willingness to learn export procedures; training will be given on the job.
• Careful and accurate in documentation work.
• Good follow-up and coordination skills, with a responsible attitude.
• Able to communicate in Hindi and basic English.

Responsibilities

• Prepare Commercial Invoice and Packing List for every export shipment, ensuring accuracy of quantity, value, HS code, and buyer details.
• Prepare and process Certificate of Origin (COO).
• Maintain shipment-wise document records (Invoice, Packing List, COO, B/L, etc.) for audit and reference.
• Coordinate with Transporter/Freight Forwarder/CHA and internal teams; track shipment status and update stakeholders.

Skills

MS Excel

MS Word

Documentation

Education

Graduate

Tools

MS Excel

MS Word

Job description

Role & responsibilities

1. Export Documentation

• Prepare Commercial Invoice and Packing List for every export shipment, ensuring accuracy of quantity, value, HS code, and buyer details
• Prepare and process Certificate of Origin (COO)
• Maintain shipment-wise document records (Invoice, Packing List, COO, B/L, etc.) for audit and reference

2. Coordination with Transporter / Freight Forwarder / CHA

• Coordinate with transporters for timely pickup and delivery of cargo to port/warehouse
• Liaise with freight forwarders for booking, shipping schedules, and container availability
• Coordinate with Customs House Agent (CHA) for customs clearance, shipping bill filing, and resolving any documentation queries
• Track shipment status and proactively update internal stakeholders

3. Internal Coordination

• Coordinate with the Accounts team for invoicing, payment terms, and export incentive/documentation requirements (e.g., BRC, GST-related export docs)
• Coordinate with the Dispatch team to align production/stock readiness with shipment schedules
• Follow up on Purchase Order (PO) related issues and resolve discrepancies between PO, invoice, and dispatch

4. General

• Ensure compliance with export regulations (DGFT, Customs, FEMA as applicable)
• Maintain MIS/trackers for shipment status, pending documentation, and follow-ups
• Handle ad-hoc coordination and problem-solving related to shipments in transit

Key Deliverables

• Commercial Invoice, Packing List and COO prepared correctly and on time for every export shipment
• Complete shipment-wise document files (Invoice, Packing List, COO, B/L, etc.) maintained and audit-ready
• Timely cargo pickup, booking, customs clearance and shipping bill filing for each shipment
• PO, invoice and dispatch details matched, with any differences flagged and followed up
• Export incentive and realization documents (BRC, GST-related export docs) provided to Accounts on time
• Up-to-date MIS / shipment trackers with status of shipments, pending documents and follow-ups
• Regular shipment status updates to the team
• Work done as per DGFT, Customs and FEMA guidelines, with guidance from seniors

Required Qualifications & Skills

• Graduate in any stream
• Basic knowledge of MS Excel and MS Word (typing, simple tables, data entry)
• Basic understanding of export documents (Invoice, Packing List, COO, B/L) is an advantage, not mandatory
• Willingness to learn export procedures; training will be given on the job
• Careful and accurate in documentation work
• Good follow-up and coordination skills, with a responsible attitude
• Able to communicate in Hindi and basic English

Experience

0-2 years of experience. Freshers with a good learning attitude can apply. Prior experience in export documentation, dispatch or logistics coordination is an advantage but not required.