Executive / Senior Executive – EXIM (Planning & Coordination)

Role overview

This role sits within Logistics & Warehousing and focuses on planning and coordinating international shipments end to end for tools, spares, bulk materials, and capital equipment. The objective is to support project milestones with no unexpected disruptions, keep logistics costs under control, and ensure full alignment with Indian customs rules, DGFT requirements, and internal standards.

The position is based at Dholera (project site) and may require visits to vendors and ports as needed. The role reports to the Lead – Logistics & Warehousing (L&T SPOC) and has a functional reporting line to the Head – ExIm. Key stakeholders include MEP/CSA Procurement, Warehousing & Stores, Finance & Accounts, vendors, CHAs, and freight forwarders.

Shipping planning and milestone tracking

Build and manage the master shipment plan against procurement PO milestones and site requirement dates. Book slots with carriers and forwarders, evaluate and choose the right transport mode and route (air, sea, or charter) based on total cost of ownership and risk, and ensure delivery plans stay aligned with Site CMPC and construction workfronts. The role also involves conducting weekly expediting and exception reviews.

Vendor and forwarder coordination

Issue shipping instructions and packing requirements, and confirm that cargo is ready by checking dimensions, weight, HS information, and any special handling needs. Ensure Incoterms 2020, insurance coverage, and handover points are clearly defined, while keeping milestone, ETA, and ATA updates visible through pre-alerts and tracking.

Compliance-focused planning

Support early compliance planning by developing a preliminary HS classification approach, screening for SCOMET and other red flags, and checking eligibility for EPCG, Project Import, and SVB-related requirements. Work with the documentation team to define the required document pack, including commercial invoice, packing list, certificate of origin, bill of lading or airway bill, certificate of inspection, MSDS, CE/UL documents, and similar records.

Also plan for any special permissions or exemptions that may be required, such as Project Import Registration, MOEF, WPC, BIS, DoT, or Atomic Energy approvals, wherever applicable.

Port and customs interface

Reserve CFS and port slots, arrange special cargo handling for OOG, heavy-lift, LCL consolidation, and FTWZ use if needed, and work with CHAs to align filing timelines. The role also aims to reduce dwell time and, where possible, secure priority inspection support.

Risk, cost, and performance management

Maintain a shipment risk register covering delays, capacity issues, geopolitical risks, weather-related disruptions, and export control concerns. Take proactive action to avoid demurrage and detention by clearing holds early and planning trucking effectively. Support cost-to-serve visibility and help keep logistics spend within budget.

Systems, analytics, and reporting

Maintain shipment tracking tools, preferably using SAP MM/GTS or an equivalent system along with Power BI, and keep OTIF dashboards and exception logs up to date. Share weekly status updates with the Project Director and Lead Logistics, and help drive corrective and preventive actions for any misses.

Must-have knowledge and capability

The role requires solid understanding of Incoterms 2020, international freight, project logistics, and Indian customs procedures. Familiarity with HS classification, DGFT schemes such as EPCG, EOU, and AA, Project Import rules, ICEGATE/e-SANCHIT, and SCOMET/export controls for semiconductor equipment is important. The candidate should also be comfortable working with SAP (MM/GTS), advanced Excel, Power BI, and forwarder portals or TMS platforms, and should bring strong coordination, escalation handling, and vendor management skills.

Qualifications and experience

A graduate degree in Engineering, Logistics, or Commerce is required. A postgraduate diploma in Supply Chain or International Trade is preferred. The role calls for 4 to 8 years of experience in EXIM planning or project logistics, especially for EPC or high-tech capital equipment environments.

Key performance indicators

• On-time, in-full performance against site need dates at 95% or above
• Improvement in port dwell time and customs clearance lead time versus the baseline
• Reduction in demurrage and detention and stronger logistics cost control against budget
• High right-first-time accuracy in documentation, in coordination with the documentation team
• Fast resolution of exceptions and strong stakeholder satisfaction