Executive – Export/Import Documentation & Logistics (Ship Stores / Duty-Free Operations)

Job Summary

We are seeking a detail-oriented and proactive professional to manage export-import documentation, logistics coordination, and related accounting processes for containers imported duty-free and re-exported as ship stores. The role involves end-to-end coordination with freight forwarders, customs agents, free trade zones, and internal stakeholders to ensure smooth, compliant, and timely movement of cargo.

Key Responsibilities

1. Export-Import Documentation

• Prepare and review all EXIM documentation including:
• Bill of Entry, Shipping Bills, Commercial Invoices, Packing Lists
• Duty exemption / ship stores documentation
• Certificate of Origin, HS Code classification, etc.
• Ensure compliance with Indian customs regulations for duty-free imports meant for re-export (ship stores)
• Maintain proper documentation records for audits and regulatory purposes

2. Shipment Tracking & Coordination

• Track all inbound and outbound shipments (containers and LCL cargo)
• Maintain real-time status reports on cargo movement
• Proactively identify delays and coordinate corrective actions
• Share periodic updates with UAE/GCC operations team

3. Port Clearance & Freight Forwarding Coordination

• Liaise with freight forwarders, CHA (Customs House Agents), and shipping lines
• Coordinate customs clearance processes for duty-free cargo
• Ensure timely filing and processing of documentation to avoid demurrage/detention
• Verify invoices and service charges from logistics vendors

4. Free Trade Zone / Bonded Warehouse Coordination

• Coordinate storage of imported cargo at FTZ / bonded warehouses
• Ensure proper inventory tracking and documentation within FTZ
• Monitor stock levels and movement approvals
• Ensure compliance with FTZ regulations for duty-free goods

5. Movement Planning & Ship Delivery Coordination

• Plan and coordinate movement of cargo from FTZ to ports
• Arrange transport for delivery of ship stores to vessels
• Liaise with port authorities and vessel agents for delivery schedules
• Ensure timely and accurate delivery of materials to vessels

6. Accounts & Cost Control

• Maintain records of:
• Freight charges
• Clearing & forwarding costs
• Storage and handling charges
• Verify vendor invoices and coordinate with finance team for payments
• Track cost per shipment and highlight variances
• Assist in budgeting and cost optimization

7. Compliance & Regulatory Management

• Ensure adherence to:
• Customs regulations (India & destination countries)
• DGFT guidelines
• Duty exemption procedures for ship stores
• Maintain audit-ready documentation for inspections

8. MIS & Reporting

• Maintain shipment trackers, inventory logs, and documentation registers
• Generate periodic MIS reports on:
• Shipment status
• Inventory in FTZ
• Costs and turnaround times
• Support management with data for decision-making

Required Qualifications & Skills

• Bachelor’s degree
• 3–6 years of experience in EXIM documentation / logistics coordination
• Strong knowledge of:
• Indian customs procedures
• Duty-free / bonded cargo handling
• Ship stores or re-export processes (preferred)
• Experience working with freight forwarders, CHA, and port operations
• Basic accounting & bookkeeping knowledge ( data entry ,invoicing etc)