Sr Executive Export CS & Documentation

Mahindra & Mahindra Limited • Nash, IN

6d

About The Position

Responsibilities & Key DeliverablesKey Responsibilities:

Production Coordination:

Assess production status and ensure material readiness as per requirements.

Shipping and Logistics Coordination & Records  :

Coordinate with shipping lines and customs house agents (CHA) for container bookings.
Obtain booking confirmations and create dispatch plan against allocation to meet vessel schedules.
Coordinate with pack house team to ensure efficient dispatch of containers to meet vessel cut off timelines.
Keep record of containers dispatched against weekly allocation.
Keep track of actual vessel dispatch against expected and actual vessel arrival at destination against expected, highlight in case of any change (Tracking Shipments)
Manage import shipment handling & Handle import documentation and logistics.
Track and manage invoices from CHA and shipping lines.

Documentation Preparation in ERP and physical dispatch & Record:

Share sample documents with customers in their desired format and seek approval.
Maintain a record/file having all documents required and formats to follow for each customer to avoid any errors.
Prepare pre-shipment documentation including Commercial Invoice, Packing List, Shipping Bill Fumigation Certificate, Phytosanitary Certificate etc.
Coordinate with CHA/Phyto Agent/etc. for necessary documentation, including Bill of Lading and Phytosanitary Certificates.
Share draft documents with respective customers within 4 days from actual dispatch for timely advance payments
Maintain a tracker of documents shared as and when.
Check and approve post-shipment documents such as Bill of Lading and Certificates of Origin etc.
Manage EBRC (Electronic Bank Realization Certificate) and EDPMS (Export Data Processing and Monitoring System) closure.
Track and arrange dispatch of physical documents from CHA/Shipping lines to customers post approval from sales.

Compliance and Certification:

Register and renew GS1 GTIN Barcode stickers as required.
Obtain and renew export operation licenses.
Oversee compliance processes related to Farm ERP and M-Compliance systems.
Manage MIS of the Export shipments & Vendor Invoices for all fruits.
File return for APEDA on quarterly basis.

Communication and Coordination:

Maintain constant communication with internal teams to ensure smooth operations.
Assess production status and ensure material readiness as per requirements.
Align logistics and documentation with operational and sales plans.
Provide exceptional customer service by addressing customer needs and queries promptly.

Requirements

• Proven experience in export coordination and logistics.
• Proficiency in preparing export documentation and knowledge of international trade regulations.
• Ability to adapt new software / ERP.
• Organized and should be able to multitask
• Good communication skills.
• Detail-oriented and should be able to handle pressure.

Responsibilities

• Production Coordination: Assess production status and ensure material readiness as per requirements.
• Shipping and Logistics Coordination & Records: Coordinate with shipping lines and customs house agents (CHA) for container bookings.
• Obtain booking confirmations and create dispatch plan against allocation to meet vessel schedules.
• Coordinate with pack house team to ensure efficient dispatch of containers to meet vessel cut off timelines.
• Keep record of containers dispatched against weekly allocation.
• Keep track of actual vessel dispatch against expected and actual vessel arrival at destination against expected, highlight in case of any change (Tracking Shipments)
• Manage import shipment handling & Handle import documentation and logistics.
• Track and manage invoices from CHA and shipping lines.
• Documentation Preparation in ERP and physical dispatch & Record: Share sample documents with customers in their desired format and seek approval.
• Maintain a record/file having all documents required and formats to follow for each customer to avoid any errors.
• Prepare pre-shipment documentation including Commercial Invoice, Packing List, Shipping Bill Fumigation Certificate, Phytosanitary Certificate etc.
• Coordinate with CHA/Phyto Agent/etc. for necessary documentation, including Bill of Lading and Phytosanitary Certificates.
• Share draft documents with respective customers within 4 days from actual dispatch for timely advance payments
• Maintain a tracker of documents shared as and when.
• Check and approve post-shipment documents such as Bill of Lading and Certificates of Origin etc.
• Manage EBRC (Electronic Bank Realization Certificate) and EDPMS (Export Data Processing and Monitoring System) closure.
• Track and arrange dispatch of physical documents from CHA/Shipping lines to customers post approval from sales.
• Compliance and Certification: Register and renew GS1 GTIN Barcode stickers as required.
• Obtain and renew export operation licenses.
• Oversee compliance processes related to Farm ERP and M-Compliance systems.
• Manage MIS of the Export shipments & Vendor Invoices for all fruits.
• File return for APEDA on quarterly basis.
• Communication and Coordination: Maintain constant communication with internal teams to ensure smooth operations.
• Assess production status and ensure material readiness as per requirements.
• Align logistics and documentation with operational and sales plans.
• Provide exceptional customer service by addressing customer needs and queries promptly.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level