The Documentation Executive - Rail Logistics is responsible for preparing, managing, and verifying all documentation related to rail freight operations. This includes shipment documents, regulatory paperwork, billing records, cargo movement reports, and communication with clients, transport authorities, and internal teams. The role ensures smooth rail cargo operations through accurate documentation, timely updates, and strict adherence to compliance and safety requirements.
Key Responsibilities Rail Logistics Documentation
Prepare and manage all rail freight documents such as RR (Railway Receipt), e-RR, forwarding notes, loading lists, consignment notes, gate passes, challans, and delivery orders.
Ensure accuracy of shipment details including wagon numbers, commodity type, weight, consignor/consignee details, and routing information.
Maintain documentation for container trains, bulk cargo, parcel cargo, and rakes as required.
Compliance & Regulatory Coordination
Ensure documents comply with railway guidelines, freight rules, and government regulations.
Coordinate with Indian Railways, private freight operators, terminals, and yard officials for document approvals and movement permissions.
Manage documentation related to safety standards, Rake Handling Instructions (RHI), and loading/unloading compliance.
Operational Coordination
Liaise with operations, planning, customer service, and yard teams to collect accurate operational data.
Track cargo movement, wagon placement, loading/unloading times, and ensure all documents reflect the actual status.
Support the preparation of train schedules, rake allocation records, and movement logs.
Customer & Vendor Communication
Share shipment documents with customers and address any document-related queries.
Coordinate with transporters, consignment handlers, warehouses, and terminals for documentation accuracy.
Provide clients with timely updates, acknowledgments, and proof-of-delivery (POD).
Data Entry & Reporting
Maintain digital records of all rail shipments and documentation.
Generate MIS reports including wagon utilization, freight invoices, movement summaries, and daily/weekly operations reports.
Track pending documentation, discrepancies, and ensure timely closure.
Audit & Record Management
Prepare and maintain audit-ready documentation.
Ensure secure storage and version control for all rail freight documents.
Support internal/external audits by providing required documents and reports.
Skills & Qualifications Education
Bachelor's degree in Logistics, Supply Chain, Commerce, or any related field.
Technical Skills
Knowledge of Railways systems such as FOIS, RMS, or terminal management software (advantageous).
Proficiency in MS Office (Excel, Word, PowerPoint).
Strong documentation, typing, and data accuracy skills.
Industry Knowledge
Understanding of rail freight operations, wagon types, container handling, and loading/unloading procedures.
Familiarity with Indian Railways rules, freight tariffs, and cargo handling norms.
Soft Skills
Strong communication and coordination abilities.
Attention to detail and accuracy in documentation.
Ability to multitask and work in a fast-paced operations environment.
Problem-solving and follow-up skills.
Experience
1-5 years of experience in logistics documentation, preferably in rail logistics or multimodal transport.
Experience with freight forwarding, terminals, or supply chain operations is a plus.
Key Competencies
Document control & compliance
Rail freight knowledge
Data accuracy
Cross-functional coordination
Reporting & MIS
Time management
Customer handling
Job Type: Full-time
Pay: ₹20,000.00 - ₹25,000.00 per month
Benefits:
Provident Fund
Work Location: In person
Beware of fraud agents! do not pay money to get a job
MNCJobsIndia.com will not be responsible for any payment made to a third-party. All Terms of Use are applicable.