Manager – Customs Clearance

ScopeHR Consultancy Services; Mumbai; On-site; INR 300,000 - 420,000; Full time

Job summary

ScopeHR Consultancy Services in Mumbai seeks a detail-oriented Logistics Coordinator to manage pre-clearance activities, payments, clearance documentation, and reporting for overseas shipments. You will coordinate with agents, customers, and vendors to ensure timely DOs, accurate invoices, and compliant E-Waybill generation.

Responsibilities include ensuring gel packs/dry ice for keep-cool shipments, updating Logisys, sending daily shipment reports, and following up on outstanding payments with

Responsibilities

• Review emails and pre-alert documents received from overseas agents and customers.
• Share DAP/DDP air freight quotes with overseas agents for valuable cargo.
• Coordinate with customers for KYC Updation, First time registration, etc., if any.
• Maintain healthy relationship with customers and provide solutions for trade/customs doubts.
• Coordinate with team/operations staff and visit Customs when required.
• Forward pre-alert documents and clearance instructions to BO for BOE preparation.
• Send checklists to customers for pre-clearance confirmation.
• Coordinate with customers to obtain customs duty and stamp duty funds and raise requests with HO.
• Arrange payments to airlines, shipping lines, and CFS/custodians.
• Coordinate for Delivery Orders (DOs) from airlines/shipping lines.
• Generate ADC sheets and collate documents for NOC applications.
• Apply for NOCs by PQMS website.
• Send documents to in-house ops teams and vendors for customs clearance.
• Coordinate with internal/outsourced clearance teams to track shipment status in Logisys.
• Communicate shipment status to customers and overseas agents promptly.
• Follow up with customers and forwarders for pending DOs and shipment documents.
• Arrange gel packs or dry ice for keep-cool shipments post-clearance.
• Coordinate with transporters for vehicle arrangements post-clearance.
• Send Daily Shipment Reports to clients like Pall India Pvt Ltd.
• Review Rolex Weekly DSR and notify branches to update missing details.
• Generate and manage E-Waybills on government portal (Pall India).
• Send shipment dispatch and delivery plan details daily to relevant customers.
• Send billing instructions to BO for invoice generation.
• Review draft invoices and suggest corrections.
• Share final invoices with overseas agents.
• Update vendor costs in Logisys for cleared shipments.
• Raise purchase booking requests with Accounts for vendor bills.
• Share unbilled job reports with Accounts with reasons.
• Lock CC jobs operationally after final review.
• Regularly follow up with customers for outstanding/overdue payments.
• Coordinate and ensure timely collection of payments.

Job description

Pre-Clearance Activities:

• Review emails and pre-alert documents received from overseas agents and customers.
• Share DAP/DDP air freight quotes with overseas agents for valuable cargo.
• Co-ordinate with customers for KYC Updation, First time registration, etc., if any.
• To have a healthy relationship with customers and providing solution to customers in case of any doubts pertaining to Trade/Customs.
• Also, to have a healthy relationship with team/operations staffs.
• Visiting Customs and meeting officers in case if necessarily required by team/operations staffs.
• Forward pre-alert documents and clearance instructions to the Back Office (BO) team for Bill of Entry (BOE) preparation.
• Send checklists to customers for pre-clearance confirmation.
• Coordinate with customers to obtain customs duty and stamp duty funds and raise requests with Head Office (HO).

Payment & Coordination Tasks:

• Arrange payments to airlines, shipping lines, and CFS/custodians.
• Coordinate for Delivery Orders (DOs) from airlines/shipping lines.
• Generate ADC sheets and collate supporting documents for NOC application.
• Apply for NOCs by generating PQ applications on the PQMS website.
• Send necessary documents to in-house operations teams and outsourced vendors for customs clearance.

Clearance & Documentation:

• Coordinate with internal and external clearance teams (outsource CHA) to track shipment status and update the same in Logisys system accordingly.
• Communicate shipment status to customers and overseas agents in a timely manner.
• Follow up with customers and freight forwarders for pending DOs and shipment documents.
• Arrange gel packs or dry ice for “Keep Cool” shipments post-customs clearance from vendors.
• Coordinate with transporters for vehicle arrangements post-clearance.

Reporting & System Updates:

• Send Daily Shipment Reports (DSRs) to clients like Pall India Pvt Ltd.
• Review Rolex Weekly DSR and notify branches for updating missing details.
• Generate and manage E-Waybills on the government portal (specifically for Pall India).
• Send shipment dispatch and delivery plan details to relevant customers daily.

Billing & Costing:

• Send billing instructions to BO team for invoice generation.
• Review draft invoices and suggest corrections if any
• Share final invoices with overseas agents.
• Update vendor costs (THC, CFS, DO charges) in Logisys for cleared shipments.
• Raise purchase booking requests with Accounts for vendor bills.
• Share unbilled job reports with Accounts along with reasons.
• Lock CC jobs operationally after final review.

Customer Communication & Collections:

• Regularly follow up with customers for outstanding/overdue payments.
• Coordinate and ensure timely collection of payments.

Skills: & Competencies, DDP), E, Logisys)