Export documents

Position Overview

We are looking for an experienced Export Documentation & Trade Coordinator who will take ownership of end-to-end documentation and coordination after the sales deal is finalized.

The role requires close coordination between buyers, suppliers, shipping lines, and internal teams to ensure smooth execution from contract stage to shipment and document negotiation.

Key Responsibilities

1. End-to-End Export Documentation

• Handle complete export documentation process from contract to shipment

• Prepare, review, and finalize documents such as:

o Sales Contract

o Commercial Invoice

o Packing List

o Bill of Lading

o Certificate of Origin

o Inspection Certificates

o Insurance documents

• Ensure documents are accurate and compliant with LC/contract terms

2. Buyer & Supplier Coordination

• Act as a single point of coordination between buyers and suppliers

• Share draft documents with buyers and collect feedback

• Coordinate with suppliers to correct and finalize documents as per buyer requirements

• Ensure timely communication and resolution of discrepancies

3. LC Handling & Negotiation

• Review and understand Letter of Credit (LC) terms

• Ensure all documents are compliant with LC conditions

• Coordinate with banks for LC negotiation and document submission

• Identify and resolve discrepancies before submission

4. Shipment Execution

• Coordinate with suppliers and logistics teams for shipment planning

• Monitor shipment schedules, ETD/ETA

• Ensure timely dispatch of documents to buyers/banks

• Track shipments and ensure smooth delivery process

5. Documentation Accuracy & Compliance

• Ensure zero or minimal discrepancies in documentation

• Maintain proper records of all transactions

• Ensure compliance with international trade regulations

6. Internal Coordination

• Work closely with sales, logistics, and finance teams

• Update internal teams on shipment and documentation status

• Support smooth execution of high-volume trading operations

Required Skills & Qualifications

Experience

• Minimum 5+ years of experience in export documentation (commodities preferred)

• Experience handling high-volume international trade transactions

Technical Knowledge

• Strong knowledge of:

o Export documentation processes

o LC terms and negotiation

o Incoterms

o Shipping and logistics coordination

• Familiarity with banking procedures for export documentation

Core Skills

• Strong coordination and communication skills

• Attention to detail and accuracy

• Ability to handle multiple shipments simultaneously

• Problem-solving mindset

Preferred Industry Experience

• Commodities trading (spices, agri-products, chemicals, etc.)

• Experience in handling bulk shipments and multiple counterparties

Key Traits

• Highly organized and process-driven

• Strong sense of ownership

• Ability to work under pressure and deadlines

• Proactive in resolving issues

Compensation

• Competitive salary (based on experience)

• Performance-based incentives