Export Documentation Executive

Aarti Pharmalabs Ltd.; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Aarti Pharmalabs Ltd. is seeking an Export Order Manager to handle end-to-end export order processing for international customers from Mumbai.

Key duties include reviewing POs, documenting requirements, and coordinating with freight forwarders to ensure on-time dispatch and compliance with export regulations. The role requires 4–5 years of relevant experience, strong documentation skills, and excellent communication.

Qualifications

• Academic background: Graduate with relevant coursework or exposure to export/import practices.
• Strong communication skills for international customers and internal teams.
• Ability to coordinate across departments (logistics, finance, CHA) to resolve issues.

Responsibilities

• Export order management: review POs, confirm product details, quantities, pricing, incoterms and required documents.
• Maintain order status and ensure timely dispatch along the supply chain.
• Communicate with international customers regarding orders, specs, approvals, and delivery schedules.
• Share proforma invoices, order confirmations, COA, MSDS, packing lists and other required docs.
• Handle queries, complaints, and shipment-related issues; follow up for approvals as needed.
• Prepare and verify export documents: commercial invoice, packing list, COA, shipping bill, BL/AWB, COA, MSDS, certificates.
• Coordinate with freight forwarders, banks, and CHA for clearance and shipping.
• Monitor payments and follow up on overdue invoices; coordinate with finance for realization.
• Track shipments and provide shipment details to customers; ensure compliance with regulatory requirements.

Skills

Communication

Teamwork

Adaptability

Initiative

Education

Any Graduate

Job description

Role & responsibilities

1. Export Order Management

• Receive and review customer Purchase Orders (POs).
• Check product, quantity, price, delivery terms, payment terms, Incoterms, and required documents.
• Maintain order status and ensure timely dispatch.

2. Customer Communication

• Communicate with international customers regarding orders, specifications, approvals, and delivery schedules.
• Share Proforma Invoices, Order Confirmations, COA, MSDS, packing details, and other required documents.
• Handle customer queries, complaints, and shipment-related issues.
• Follow up for customer approvals wherever required.

3. Export Documentation

• Prepare/check:
• Commercial Invoice
• Packing List
• Certificate of Origin
• Shipping Bill
• Bill of Lading/Air Waybill
• Certificate of Analysis (COA)
• MSDS/SDS
• Health/Phytosanitary certificates, where applicable
• Insurance documents, where applicable
• Other customer-specific documents
• Ensure documents are accurate and compliant with customer and regulatory requirements.

4. Logistics & Shipment Coordination

• Coordinate with freight forwarders, shipping lines, airlines, and courier companies.
• Obtain freight rates and compare quotations.
• Arrange bookings and coordinate pickup/loading.
• Track shipments until delivery.
• Share AWB/Bill of Lading and shipment details with customers.

5. Customs & Regulatory Compliance

• Coordinate with CHA/customs agents for export clearance.
• Ensure correct HS codes, export documentation, and regulatory requirements.
• Support queries related to Customs, DGFT, banks, and other authorities.
• Ensure compliance with applicable export procedures.

6. Commercial & Payment Follow-up

• Monitor advance payments, LC, DP/DA, and open-credit transactions as applicable.
• Coordinate with Finance for payment realization.
• Follow up on overdue invoices.
• Ensure export proceeds are received within the applicable period.

7. Banking & Export Documentation Closure

• Coordinate with the bank for export documentation and realization.
• Track shipping bill/EDPMS-related closure where applicable.
• Maintain records of export transactions and payment realization.

8. MIS & Reporting

• Prepare daily/weekly/monthly export order status reports.
• Maintain customer-wise and product-wise order data.
• Monitor pending orders, delayed shipments, payment status, and documentation issues.

Preferred candidate profile

Academic Qualification Any Graduate

Experience Range 4-5 years

Technical Skills Relevant experience of Documentation

Behavioral Competencies Good Communication Skill, Teamwork, Adaptability,

Initiative in work