Executive / Senior Executive – ExIm (Documentation)

Role overview

This position is focused on export-import documentation for logistics and warehousing operations. The job is based in Dholera, with occasional coordination at the port and with customs house agents. The role reports to the Lead – Logistics & Warehousing (SPOC – L&T) and functionally to the Head – ExIm. Key internal and external stakeholders include procurement teams (MEP/CSA), vendors, freight forwarders, CHAs, finance and accounts, and stores.

Purpose of the role

The objective of this role is to ensure highly accurate documentation for smooth import and export clearances. The position supports first-time-right Bill of Entry filing, helps optimize duty outcomes, and ensures compliance with DGFT and customs requirements for semiconductor tools, spare parts, chemicals, and construction materials.

Core responsibilities

• Build shipment-wise document checklists using items such as commercial invoices, packing lists, HS codes, certificates of origin, bills of lading or airway bills, insurance papers, MSDS or COC, test certificates, and product catalogues or specification sheets including CE/UL documents.
• Check Incoterms, currency, and consignee and notify details, and confirm that they match the purchase order, letter of credit, or contract.
• Coordinate final HS code allocation with ExIm planning, CHAs, and internal subject matter experts, and prepare classification notes and supporting explanations.
• Prepare documentation sets for duty benefit schemes such as EPCG, Project Import, FTWZ, end-use bonds, and SVB, while tracking approvals and license registers.
• Prepare e-SANCHIT files, ensure document indexing, digital signatures, and clear scan quality for customs submission.
• Provide CHAs with complete and accurate data for Bill of Entry filing, including UQC, valuation inputs such as freight, insurance, royalty, assists, and currency conversion details.
• Carry out three-way checks across purchase orders, commercial invoice or packing list, and packing or bill of lading documents, along with valuation validation.
• Identify SCOMET and dual-use exposure, and maintain export-control declarations and end-use certificates wherever required.
• Support letter of credit review and document presentation, coordinate certificates of origin, and ensure Incoterm alignment with payment triggers.
• Work with Finance on duty payments through ICEGATE, PDD receipt tracking, and reconciliation activities.
• Maintain complete shipment-wise records, including documents, licenses, and approvals, so they are ready for audits and future reference.
• Resolve discrepancies such as amendments, short shipments, damage, and insurance claims with complete supporting evidence.

Requirements

• Strong knowledge of Indian customs documentation, Bill of Entry procedures, e-SANCHIT, ICEGATE, DGFT licensing, Project Import registration, and EPCG processes.
• Practical understanding of valuation rules, preferential certificates of origin, LC and UCP 600, INCOTERMS® 2020, dangerous goods or MSDS requirements, and special cargo handling such as OOG and temperature-controlled shipments.
• High attention to detail, disciplined document control, and working knowledge of SAP MM and SAP GTS.
• Graduate degree in Commerce, Logistics, or International Trade; certification in Export-Import is preferred.
• 3 to 6 years of experience in ExIm documentation, especially for EPC, capital equipment, or high-tech imports.

Performance measures

Success in this role will be measured using the following KPIs: first-time-right documentation at 98% or higher, customs query and amendment rate per shipment, Bill of Entry filing turnaround and clearance lead time, accuracy of license and benefit realization for EPCG and Project Import, and closure of audit findings within the defined SLA.

Work context

The role involves coordination across procurement, vendors, freight forwarders, customs agents, finance, and stores, and may require occasional port or CHA coordination.