Documentation Executive

Job Description:

Designation     : Documentation Executive

Department    : Sales

Reporting to   : Team Lead

Job Purpose

Are you meticulous, detail-oriented, and passionate about ensuring accuracy and compliance in documentation processes? If so, we’re looking for dedicated individuals to join our team as Documentation Executive. As essential members of our organization, successful candidates will play a critical role in creating, managing, and maintaining documentation to support regulatory compliance and operational efficiency.

As a Documentation Executive, you will have the opportunity to collaborate with cross-functional teams, contribute to process improvements, and support organizational goals by ensuring that documentation practices meet quality standards and regulatory requirements.

The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to work effectively in a dynamic, fast-paced environment.

Job Responsibility

• knowledge and clear understanding of Letters of Credit (LC).
• Prepare and verify essential export documents including commercial invoices, packing lists, bills of lading (BL), and certificates of origin.
• Ensure all export documentation and processes comply with international trade laws, customs regulations, and country-specific requirements.
• Coordinate with internal departments such as shipping and logistics to ensure smooth shipment execution.
• Maintain accurate and well-organized records of all export documentation for auditing and future reference.
• Monitor shipments and provide regular updates on tracking information and delivery status to clients and stakeholders.
• Identify, address, and resolve issues or discrepancies related to export documentation or processes.
• Communicate effectively with clients, freight forwarders, customs officials, and other stakeholders involved the export process.
• Prepare and submit daily reports on shipments, delivery schedules, and key performance indicators (KPIs).

Skills, Experience and Qualification Required

• Fresher or up to 5 years experience in documentation or sales coordination.
• Fluent in English.
• Familiarity with export/import procedures and documentation will be an advantage.
• Any graduate, MBA preferably
• Strong Microsoft Office Suite skills with high proficiency in Excel and PowerPoint.
• Ability to prepare professional business reports, correspondence and presentations.
• Ability to work independently and with minimal supervision.
• Excellent interpersonal, communication, negotiation and presentation skills to deal effectively with all levels of business contacts internally and externally.