Export Import Coordinator

1. Export OperationsCoordinate export shipments by planning dispatches, booking containers/space with shipping lines or forwarders, and arranging transport to ports/ICDs. Prepare and verify export shipping documents: commercial invoice, packing list, export declaration, certificate of origin, inspection certificates, BL/AWB instructions, etc. Ensure compliance with export regulations, Incoterms, LC terms (if applicable), and customer contractual requirements. Follow up on shipment status with forwarders and shipping lines and share regular updates and pre‑alerts with buyers and internal teams. Coordinate with CHA/customs broker for export customs clearance, filing of shipping bills, and resolving queries/objections. 2. Import OperationsCoordinate import shipments from overseas suppliers, including booking freight, monitoring transit, and arranging delivery to the warehouse/factory. Prepare and check import documentation: purchase orders, commercial invoice, packing list, HS codes, import declaration, insurance certificates, etc. Liaise with CHA/customs broker for timely customs clearance and ensure correct duty/tax assessment as per applicable regulations. Track import consignments, manage ETA/ETD information, and update internal stakeholders on shipment status and delays. 3. Documentation & ComplianceMaintain complete and accurate documentation for all export and import transactions (physical and digital). Ensure adherence to international trade regulations, customs rules, DGFT/EXIM policies, and company procedures. Verify HS codes, product descriptions, quantities, and values to avoid customs disputes and penalties. Coordinate with banks for LC documentation, remittances, and negotiation of export documents where applicable. Support applications for export incentives/licences (e.g., Duty Drawback, RoDTEP, EPCG, advance licenses), in coordination with relevant consultants/authorities. 4. Coordination & CommunicationAct as the central point of contact between sales, purchase, production, warehouse, finance, and logistics service providers. Handle email communication with overseas customers and suppliers related to shipment planning, documentation, and queries. Resolve operational issues such as documentation discrepancies, short shipment, damage, and delays, in coordination with stakeholders. Provide shipment MIS reports and dashboards (e.g., shipped vs pending orders, lead times, freight costs, demurrage/detention). 5. Cost & Process ManagementAssist in negotiating freight rates and logistics charges with forwarders and shipping lines to optimize overall shipping cost. Monitor demurrage/detention, storage, and other logistics costs and take preventive action to minimize them. Continuously review and improve export–import processes, documentation standards, and tracking systems for better efficiency.