Check daily shipment schedule (factory stuffing / port stuffing).
Verify pending export documents and deadlines.
Follow up with CHA, transporter, shipping line, and client.
Track vessel cut-off, SI cut-off, and gate-in status.
Update shipment status in
ONS software
.
Respond to client emails and internal coordination mails.
Ensure all export documents are prepared and submitted on time.
Close completed shipments and file records (soft & hard copies).
2. ONS Software Knowledge & Usage
Create export shipment files in ONS.
Enter shipper, consignee, commodity, HS code, and invoice details.
Upload and update documents (Invoice, Packing List, Shipping Bill).
Track shipment status (booking, gate-in, sailing, BL release).
Generate shipment reports for management.
Maintain accurate data entry and audit readiness.
3. Export Documentation (Core Responsibility)Step-wise Process:
Receive export order details from client.
Prepare
Commercial Invoice
.
Prepare
Packing List
.
Verify IEC, GST, AD code, and exporter registration.
Coordinate with CHA for
issuance.
Dispatch documents to client/bank as required.
4. E-Sanchit Documentation Handling
Upload mandatory export documents on ICEGATE:
Invoice
Packing List
Certificate of Origin
AD Code Letter
LUT / Bond
Validate document formats and size.
Coordinate with CHA for successful E-Sanchit linkage.
Resolve rejection or query issues raised by Customs.
Maintain E-Sanchit reference numbers for records.
5. Freight Coordination & Cost Management
Coordinate with freight forwarders and shipping lines.
Request and compare freight rates (FCL / LCL / Air).
Finalize rates after management approval.
Share freight confirmation with client.
Track freight invoices and verify charges.
Ensure freight payment status and documentation closure.
6. LR (Lorry Receipt) & Transport Coordination
Arrange transport for factory stuffing or port delivery.
Collect LR copy from transporter.
Verify vehicle number, container number, and seal number.
Share LR details with CHA and client.
Track vehicle movement and gate-in confirmation.
Resolve transport delays or issues immediately.
7. Client Coordination & Follow-Up
Daily communication with export clients.
Share shipment status updates.
Clarify documentation requirements.
Follow up for approvals (BL draft, invoices).
Handle client queries professionally.
Escalate issues internally when required.
8. Email Drafting & Professional Communication
Draft clear and professional emails to:
Clients
Shipping lines
CHA
Transporters
Internal teams
Send shipment updates, reminders, and confirmations.
Maintain proper email etiquette and documentation trail.
Ensure timely responses and follow-ups.
9. Hardcore Logistics Operations Knowledge
Understanding of Incoterms (FOB, CIF, EXW, etc.).
Knowledge of port operations and container movement.
Awareness of customs procedures and compliance.
Handling time-critical shipments.
Managing multiple shipments simultaneously.
Problem-solving during delays, rollovers, or documentation issues.
10. Record Maintenance & Compliance
Maintain shipment-wise files (physical & digital).
Ensure compliance with DGFT & Customs norms.
Maintain audit-ready documentation.
Support management during internal or external audits.
Required Skills & Qualifications
Graduate (preferably in Logistics / Commerce).
1-3 years experience in export documentation.
Strong knowledge of Customs & Shipping procedures.
Hands-on experience with ONS or similar logistics software.
Good communication & coordination skills.
Ability to work under pressure and deadlines.
National Carriers Corporation