Export Documentation Executive

Career Path HR Solution; Maharashtra; On-site; INR 540,000 - 660,000; Full time

Job summary

Career Path HR Solution in Mumbai is seeking an Executive - Export Documentation to manage end-to-end export documentation and shipment coordination for pharmaceutical products. You will work closely with CHA, freight forwarders, and overseas customers to ensure compliant, timely shipments.

The role requires hands-on experience with air and sea exports, strong MS Excel/MIS reporting skills, and collaboration with internal departments for accurate execution. Work from office in Chembur East.

Qualifications

• Experience in end-to-end export documentation for pharmaceutical products.
• Proven exposure to air and sea export shipments and related banking docs.
• Strong coordination with CHAs, freight forwarders, shipping lines, and customs authorities.

Responsibilities

• Prepare pre- and post-shipment export documentation (Invoices, Packing List, Certificates of Origin, B/L, LC documents).
• Coordinate with CHA for export doc processing and customs clearance.
• Arrange freight bookings and coordinate with forwarders and lines for air/sea shipments.
• Monitor shipment schedules and vessel movements to ensure timely dispatch and delivery.
• Coordinate with insurers for marine insurance and claims as required.
• Handle export banking docs and timely realization of payments.
• Maintain records of BRC, Bills of Lading, and other export docs.
• Prepare weekly/monthly MIS reports on shipments and documentation status.
• Collaborate with Finance, Production, Quality, and Dispatch for accurate export execution.
• Communicate with overseas customers, suppliers, and authorities for smooth operations.

Skills

Export documentation

Pharma industry experience

Air & sea export

CHA/freight forwarder coordination

MS Excel / MIS reporting

Attention to detail

Education

B.Com / BBA or relevant degree

Tools

MS Excel

Job description

Job Description - Executive - Export Documentation

Job Overview

Job Title: Executive - Export Documentation

Industry: Pharmaceuticals

Department: Export Documentation / Supply Chain

Job Location: Chembur East, Mumbai

Work Mode: Work from Office

Employment Type: Full-Time

Job Level: Junior

Number of Openings: 1

Reporting To: Export Manager / Supply Chain Head

Job Summary

We are looking for an experienced Executive - Export Documentation to manage end-to-end export documentation and shipment coordination for pharmaceutical products. The candidate will handle international export operations involving both air and sea freight, ensuring accurate documentation, timely shipment processing, and compliance with applicable export procedures. The role requires coordination with customs agents, freight forwarders, shipping lines, banks, overseas customers, and internal departments.

Key Responsibilities

• Prepare and manage pre-shipment and post-shipment export documentation, including Commercial Invoices, Packing Lists, Certificates of Origin, Bills of Lading, BRC, LC documents, and other statutory paperwork.
• Coordinate with Clearing House Agents (CHA) for export documentation processing and customs clearance.
• Arrange freight bookings and coordinate with freight forwarders and shipping lines for air and sea shipments.
• Monitor shipment schedules, vessel movements, and shipment status to ensure timely dispatch and delivery.
• Coordinate with insurance companies for marine insurance and claims, wherever required.
• Manage export-related banking documentation and follow up for timely realization of export payments.
• Arrange, follow up, and maintain records of BRC, Bills of Lading, and other statutory export documents.
• Prepare and maintain weekly and monthly MIS reports related to shipments, documentation status, and export activities.
• Coordinate with Finance, Production, Quality, and Dispatch departments to ensure accurate and timely export execution.
• Communicate with overseas customers, suppliers, authorities, and service providers for smooth export operations.

Required Skills & Competencies

Technical / Functional Skills

• Strong hands‑on experience in end-to-end export documentation.
• Mandatory experience in the pharmaceutical industry.
• Practical exposure to both air and sea export shipments.
• Experience coordinating with CHAs, freight forwarders, and shipping lines.
• Good knowledge of export procedures, customs clearance, and statutory documentation.
• Understanding of export banking procedures, BRC, and Letter of Credit (LC) documentation.
• Knowledge of Bills of Lading and other shipment-related documents.
• Proficiency in MS Excel, MIS reporting, and documentation tracking.
• Knowledge of marine insurance and export incentives will be an advantage.

Behavioural / Soft Skills

• Good written and verbal communication skills.
• Strong coordination and follow-up abilities.
• High attention to detail and documentation accuracy.
• Effective time management and ability to meet shipment deadlines.
• Problem‑solving skills and ability to manage multiple activities.
• Ability to coordinate with internal and external stakeholders.

Candidate Profile

• Graduate in B.Com, BBA, or any relevant discipline.
• Relevant education in commerce, logistics, or supply chain management will be an advantage.

Experience Requirements

• Minimum 3-4 years of relevant experience in export documentation.
• Prior experience in the pharmaceutical industry is mandatory.
• Hands‑on experience managing export documentation and shipment coordination.
• Experience handling both air and sea shipments is required.
• Practical experience coordinating with CHAs, freight forwarders, and shipping lines.

Salary & Compensation

• CTC: Up to ₹6 LPA.
• Compensation will be based on the candidate's experience, relevant skills, and suitability.

Work Details & Employment Conditions

• Work Mode: Work from Office.
• Working Days: Monday to Saturday.
• Weekly Off: 2nd and 3rd Saturdays off; other Saturdays are working.
• Working Hours: 10:00 AM to 7:00 PM.
• Job Location: Chembur East, Mumbai.
• Employment Type: Full-Time.

Key Performance Indicators (KPIs)

• Accuracy and completeness of export documentation.
• Timely preparation and submission of shipment documents.
• Coordination and follow-up for customs clearance and shipment execution.
• Timely tracking and maintenance of BRC and other statutory documentation.
• Accuracy and timely submission of export MIS reports.
• Effective coordination with internal departments and external stakeholders.

Specific numerical targets can be defined by the reporting manager.

Additional Information

• Notice Period: Candidates with a notice period of up to 45 days may apply.
• Industry Experience: Pharmaceutical industry experience is mandatory.
• Shipment Exposure: Experience handling overseas air and sea shipments is required.
• Mandatory Requirement: Strong hands‑on experience in export documentation and coordination with CHAs, freight forwarders, and shipping lines.