Export Documentation Specialist

JobItUs; Ahmedabad District; On-site; INR 400,000 - 600,000; Full time

Job summary

JobItUs in Ahmedabad district seeks an Exports Back Office Executive to support international sales by handling documentation, coordinating with customers, freight forwarders, and CHA, and keeping CRM records up to date to ensure smooth operations.

Responsibilities include sample dispatches, tracking shipments, preparing invoices and packing lists, coordinating with production and warehouse teams, and generating reports on exports and customer feedback.

Qualifications

• Basic knowledge of export documentation and shipping procedures.
• Familiarity with MS Office and CRM software.
• Strong organizational and follow-up skills.

Responsibilities

• Provide back-office support to the export sales team and coordinate with international customers for documentation, dispatches, and order updates.
• Maintain updated records of all export orders in the CRM system and ensure timely follow-ups.
• Assist the export sales team with order processing and documentation.
• Arrange and dispatch product samples as requested and track deliveries and feedback.
• Prepare export invoices and packing lists and coordinate with CHA for shipment clearance.

Skills

Export documentation

CRM software

MS Office

Organizational skills

Follow-up skills

Education

Bachelor’s degree in Commerce or International Trade

Tools

CRM software

Excel

Shipping documents software

Job description

We are seeking a detail-oriented and proactive Exports Back Office Executive to join our team. The ideal candidate will be responsible for handling international sales support operations, ensuring smooth coordination with customers, freight forwarders, and Custom House Agents (CHA). This role involves managing export documentation, maintaining CRM records, coordinating sample dispatches, and ensuring timely follow-ups.

Key Responsibilities:

Sales Support & Customer Coordination

• Provide back-office support to the export sales team.
• Coordinate with international customers for documentation, dispatches, and order updates.
• Maintain updated records of all export orders in the CRM system.
• Assist the export sales team with order processing and documentation.

Sample Dispatch & Follow-ups

• Arrange and send product samples as per customer requests.
• Track deliveries and follow up for customer feedback.
• Maintain proper records of all sample requests, dispatches, and responses.

Export Documentation & CHA Coordination

• Prepare and check export invoices, packing lists, and shipping documents.
• Coordinate with CHA (Custom House Agents) for shipment clearance.
• Ensure proper filing of all export-related documents.

Packing List & Shipment Documentation

• Prepare packing lists as per customer requirements.
• Ensure proper coordination with the production/warehouse team for shipment readiness.
• Maintain accurate documentation for logistics and export procedures.

CRM & Reporting

• Enter and update all export-related activities in the CRM system daily.
• Maintain proper records of inquiries, sample follow-ups, orders, and shipments.
• Generate reports on export sales, pending shipments, and customer feedback.

Key Skills & Competencies:

• Basic knowledge of export documentation and shipping procedures.
• Familiarity with MS Office (Excel, Word, Outlook) and CRM software.
• Strong organizational and follow-up skills.

Qualifications & Experience:

• Bachelor’s degree in Commerce, Business, or International Trade (preferred).
• 3-5 years of experience in an export-related role.
• Interest in learning export operations and international trade.