Import Export Executive

Job Summary

We are looking for an experienced Import Export Executive with 3–5 years of relevant experience to manage end-to-end import and export operations, documentation, logistics coordination, customs clearance, banking activities, and EXIM accounting.

The ideal candidate should have good knowledge of Import & Export procedures, Customs, CHA coordination, DGFT, RoDTEP, freight forwarding, shipping documentation, banking processes, marine insurance, and import-export accounting. The candidate should be capable of independently coordinating with internal departments as well as external agencies to ensure timely and compliant execution of shipments.

Key Responsibilities

Import & Export Operations

• Manage end-to-end import and export operations, from order/shipment planning through documentation, customs clearance, dispatch, and payment realization.
• Handle pre-shipment and post-shipment export documentation as per L/C, Purchase Order, and Sales Contract requirements.
• Prepare and verify Commercial Invoices, Packing Lists, Shipping Bills, Certificates of Origin, Insurance Documents, Bills of Lading/Airway Bills, and other EXIM documents.
• Monitor complete Import/Export documentation and ensure proper filing and record maintenance.
• Coordinate with Plant/Warehouse teams for production readiness, shipment planning, container placement, stuffing, and dispatch.
• Ensure timely container placement at factory/warehouse as per shipment schedule.
• Coordinate with CHA and Customs for customs clearance and resolve documentation-related issues.
• Monitor movement of containers from factory/warehouse to port and ensure timely shipment.

Freight Forwarding & Logistics Coordination

• Coordinate with freight forwarders and shipping lines for freight quotations and budgetary rates.
• Arrange container booking and vessel planning based on shipment requirements.
• Coordinate for Delivery Orders, container pickup, transportation, and container placement.
• Monitor shipment schedules and ensure timely sailing and delivery.
• Coordinate with transporters and logistics partners for timely movement of import/export cargo.
• Track shipments and provide timely updates to internal teams and customers.
• Ensure timely delivery of imported goods to the customer/plant as required.

Import Operations

• Follow up with suppliers for import documents and verify documentation before shipment.
• Coordinate with CHA and transporters for import customs clearance and delivery.
• Coordinate with banks for import bill closure, import payments, and remittance-related documentation.
• Follow up for required certificates and documents from CHA, shipping lines, and other agencies.
• Monitor outstanding amounts payable to CHA, freight forwarders, transporters, and other import service providers.
• Follow up for invoices from CHA, freight forwarders, and transporters for timely accounting entries.
• Prepare and maintain shipment-wise landed cost sheets, including freight, CHA charges, transportation, insurance, and other applicable costs.

Export Documentation & Banking

• Prepare export documents for presentation to the bank as per L/C, Purchase Order, and Sales Contract terms.
• Coordinate with banks for export document submission, export realization, and bill closure.
• Handle export payment follow-up and ensure timely realization of export proceeds.
• Coordinate with banks regarding export remittances, inward payments, bank charges, and related documentation.
• Pass export received remittance entries upon receipt of funds and coordinate with Accounts for proper accounting.
• Handle forex fluctuation accounting by comparing exchange rates with bank debit/credit advice.
• Ensure party accounts are reconciled bill-wise and shipment-wise.

Customs, DGFT & RoDTEP

• Coordinate with Customs and CHA for export/import clearance and documentation.
• Handle applicable DGFT licenses, approvals, certificates, and export-related regulatory requirements.
• Ensure compliance with applicable EXIM, Customs, DGFT, and banking procedures.
• Coordinate with shipping lines/freight forwarders for obtaining landing certificates and other required documents for availing RoDTEP benefits.
• Maintain proper documentation and records related to RoDTEP claims and export incentives.
• Follow up for applicable export-related certificates and approvals.

Insurance & Inspection

• Coordinate with insurance companies for marine insurance for CIF and other applicable shipments.
• Provide tentative shipment details such as quantity, value, stuffing plan, and shipment schedule to the insurance company.
• Arrange insurance premium payments and obtain original insurance policies as required.
• Ensure insurance documentation complies with L/C and Sales Contract terms.
• Coordinate with survey/inspection agencies for pre-shipment inspection.
• Arrange inspection for weight, quality, and quantity finalization and obtain required reports.

ECGC & Credit Management

• Coordinate for timely ECGC renewal and maintain related documentation.
• Follow up for customer credit approvals and related documentation.
• Maintain records relating to export credit limits and customer exposure.

Finance & Accounting

• Handle basic accounting activities related to Import and Export transactions.
• Reconcile import transactions month-wise with bank debit advices, GST invoices, and accounting records.
• Pass import remittance entries based on bank debit advice.
• Pass forex fluctuation entries invoice-wise after payment realization.
• Record export remittance entries on the same day of credit into the bank account.
• Coordinate with the Finance/Accounts team for GST charges and other applicable accounting entries.
• Prepare EXIM cash-flow statements, including anticipated advance payments and credit-shipment liabilities.
• Monitor payment due dates and coordinate for timely clearance of domestic and export-related payments.
• Maintain proper reconciliation of customer, supplier, CHA, forwarder, transporter, and bank accounts.
• Prepare landed cost sheets for import shipments.
• Prepare and maintain order-wise inward material MIS and other EXIM-related reports.

MIS & Documentation

• Prepare and maintain Import/Export MIS, shipment reports, outstanding reports, payment reports, and cash-flow statements.
• Maintain complete records of orders, sales contracts, shipment documents, invoices, bank documents, and customs documents.
• Ensure timely filing and retrieval of EXIM documentation.
• Assist in providing required documentation for ROC, tender, insurance, employee benefit renewals, and other company requirements, as applicable.
• Ensure accurate and timely updating of ERP/accounting systems.

Required Qualifications & Experience

• Graduate in Commerce, Management, International Business, Logistics, or a related field.
• 3–5 years of relevant experience in Import Export / EXIM operations.
• Strong practical knowledge of Import & Export documentation and processes.
• Experience in coordinating with CHA, Customs, Freight Forwarders, Shipping Lines, Transporters, Banks, and Insurance Companies.
• Knowledge of DGFT, RoDTEP, Customs procedures, L/C documentation, and export realization.
• Basic knowledge of GST, import-export accounting, bank reconciliation, and forex transactions.
• Proficiency in MS Excel, MS Office, and MS Outlook.
• Experience with ERP/accounting software will be an advantage.

Required Skills

• Strong communication and coordination skills.
• Good written and spoken English.
• Strong follow-up and negotiation skills.
• Good numerical and analytical ability.
• Excellent documentation and organizational skills.
• Ability to manage multiple shipments and priorities simultaneously.
• Strong problem-solving and decision-making skills.
• Ability to work independently and meet strict shipment deadlines.
• Good teamwork and interpersonal skills.
• High attention to detail and accuracy.
• Ability to coordinate effectively with internal departments and external agencies.

Key Competencies

Import & Export Operations | EXIM Documentation | Customs & CHA Coordination | DGFT | RoDTEP | Freight Forwarding | Shipping & Logistics | L/C Documentation | Export Realization | Import Remittance | Bank Reconciliation | Forex Accounting | GST | Landed Costing | Marine Insurance | ECGC | MIS Reporting | Shipment Planning | Vendor Coordination | Customer Coordination | Negotiation | Problem Solving