Job Description

Documentation Executive - Ocean Freight

Location:

CBD Belapur

Department:

Documentation / Operations

Reports To:

Documentation Manager / Director

Job Overview

We are looking for a detail-oriented

Documentation Executive

with prior experience in ocean freight forwarding. The role involves preparing, managing, and verifying shipping and customs documentation for import/export shipments. The candidate must have sound knowledge of CHA processes,

ICEGATE software

, international trade compliance, and excellent coordination skills with shipping lines, transporters, and clients.

Key Responsibilities

Preparation of Documents

Prepare and verify

Bill of Lading (BL), Shipping Instructions, Commercial Invoices, Packing Lists, COO, and other trade documents

. Ensure accuracy and compliance with

INCOTERMS, Letters of Credit (LC), and customs regulations

.

Coordination & Communication

Liaise with

clients, shipping lines, CHA, overseas agents, and transporters

for smooth execution of shipments. Follow up with shipping lines for

BL release, draft approvals, and confirmations

. Coordinate with CHA for

customs clearance documentation

.

Compliance & Record Keeping

Ensure timely filing of

SI (Shipping Instructions), IGM/EGM, Advance Filing Rules (AFR), VGM submission

etc. File and track

Shipping Bills and Bills of Entry through ICEGATE

. Maintain proper records of all documentation as per company policy. Stay updated with DGFT, Customs, and Shipping Line notifications.

Operational Support

Assist the operations team in cargo planning, vessel schedule tracking, and shipment status updates. Support customer service team with

shipment-related queries

.

Key Skills & Competencies

Strong knowledge of

ocean export/import documentation

. Familiarity with

CHA formalities and customs processes

.

Mandatory: Hands-on experience with ICEGATE software for filing and tracking.

Good communication & coordination skills with stakeholders. High attention to detail and ability to work under pressure. Proficiency in MS Office (Excel, Word, Outlook). Knowledge of ERP / logistics software will be an added advantage.

Qualifications & Experience

Graduate in

Commerce / Logistics / International Trade

or related field.

2-5 years

of experience in documentation within a

freight forwarding / shipping / CHA firm

. Knowledge of

sea freight operations

is mandatory (air knowledge will be a plus)
Job Types: Full-time, Permanent

Pay: ₹300,000.00 - ₹360,000.00 per year

Benefits:

Health insurance Provident Fund
Work Location: In person