Position
Export Documentation & Shipment Coordination Executive
Department
Export / Logistics / Operations
Job Summary
We are looking for a detail-oriented and experienced professional with good knowledge of export shipment documentation, procedures, and coordination. The candidate will be responsible for preparing export shipment checklists, coordinating with internal and external stakeholders, ensuring timely submission of shipping documents, and monitoring shipments through the execution process.
Key Responsibilities
Prepare and maintain export shipment checklists accurately and ensure all required activities are completed within the stipulated timelines.
Have a thorough understanding of the end-to-end export shipment process and procedures.
Coordinate with Operations teams, clients/clients’ teams, shipping lines, and other relevant stakeholders for smooth execution of shipments.
Take regular follow-ups with concerned teams regarding shipment status, documentation, cargo readiness, and other operational requirements.
Prepare, verify, and maintain export shipment-related and supporting documents.
Prepare and submit Shipping Instructions (SI) to the respective shipping line within the required timelines.
Prepare and submit VGM (Verified Gross Mass) as per shipment requirements.
Handle and coordinate documentation related to Form 13, MMD3, E-Seal, and other applicable export documentation.
Ensure timely E-Seal updates and maintain proper shipment records.
Coordinate with shipping lines regarding booking, documentation, cut-off timings, amendments, and shipment status.
Track pending activities and follow up with the relevant stakeholders to avoid delays.
Ensure all shipment documentation is accurate, complete, and submitted within prescribed deadlines.
Maintain proper records of export shipments and supporting documents for future reference.
Identify documentation or operational issues and coordinate with the concerned teams for timely resolution.
Ensure compliance with company procedures and applicable export/logistics requirements.
Required Knowledge & Skills
Good practical knowledge of export shipment procedures and documentation.
Experience in preparing and managing export shipment checklists.
Knowledge of Shipping Instructions (SI), VGM, Form 13, MMD3, E-Seal, and related documentation.
Strong follow-up and coordination skills.
Good communication skills for dealing with clients, shipping lines, and internal teams.
Ability to manage multiple shipments and meet strict documentation cut-off timelines.
Good attention to detail and accuracy in documentation.
Basic knowledge of MS Office/Excel and shipment tracking systems.
Experience
Prior experience in Export Documentation, Freight Forwarding, Shipping, Logistics, or Export Operations is preferred.
Candidates should have hands-on experience in export shipment coordination and documentation.
Candidate Profile
The ideal candidate should be proactive, organized, detail-oriented, and strong in follow-ups, with the ability to coordinate effectively with multiple stakeholders and ensure timely completion of export shipment activities.