Documentation Executive

**Responsibilities**:
**Accurate Documentation Preparation**:

- **Prepare, verify, and manage all export documentation** required for international shipments, ensuring compliance with **international trade laws** and **destination country regulations**.
- Double-check **HS codes**, tariff classifications, and other critical data to ensure correctness.

**Customer Liaison**:

- **Understand and address customer requirements**, providing tailored solutions for their documentation needs.
- Communicate effectively with **international customers**, providing updates on shipment status and addressing concerns related to export documentation.

**Ownership of the Export Process**:

- **Take complete ownership** of the documentation process from beginning to end, ensuring it is completed **accurately and on time**.
- Manage any challenges related to **document errors**, **regulatory changes**, or **delayed shipments**, ensuring swift and effective resolutions.

**Problem Solving and Issue Resolution**:

- Proactively identify and resolve any **documentation-related issues**, working closely with customers, Sales Team, and Shipping lines, any regulatory authorities.
- Handle **emergency shipments**, ensuring that documentation issues do not cause delays.

**Documentation Audit and Reporting**:

- Conduct **internal audits** of export documentation, ensuring it complies with company policies and government regulations.
- Prepare detailed **reports on export documentation** activities, offering insights into potential process improvements.

**Training and Process Improvement**:

- Provide training and guidance to team members or other departments regarding **best practices in export documentation**.
- Identify opportunities to **optimize documentation processes** and enhance overall efficiency.

**Job Requirements**:

- **Diploma or Degree** in International Business, Logistics, Supply Chain Management, Customs Administration, or a related field.
- **Additional certifications** in **Export Documentation** or **International Trade** would be beneficial (e.g., CITP, CES, or equivalent).
- **Minimum of 3 years** of experience in preparing and managing export documentation for international shipments.
- Experience handling **complex export regulations** and **multimodal documentation** for multiple countries.
- In-depth knowledge of **HS codes**, **export licenses**, **shipping documents**, and **customs compliance** in major markets.
- Take full **ownership of the export documentation process**, ensuring timely and accurate completion of all documents.
- Proven experience in handling discrepancies, delays, and urgent documentation issues independently.
- **Understand and respond to customer-specific requirements** related to export documentation, ensuring their needs are met with accuracy and speed.
- Ability to provide clear and effective communication to customers about documentation status and compliance requirements.
- **Strong attention to detail**, ensuring the precise preparation and verification of export documents such as **commercial invoices**, **packing lists**, **bills of lading**, and **certificates of origin**.
- Expertise in **country-specific regulations**, including **import/export tariffs**, **restrictions**, and **permits** for the shipment of goods across borders.
- Knowledge of **local customs regulations**, avoiding common mistakes and ensuring compliance to prevent shipment delays.

**Skills and Competencies**:
**English Proficiency** (mandatory):

- **Fluent in reading, writing, and speaking English**. This is a **mandatory** requirement to ensure clear and effective communication with both internal teams and international clients.
- Strong writing skills to prepare **detailed documentation**, including formal correspondence and reports, all in English.

**Accuracy & Attention to Detail**:

- Ability to produce **error-free documentation** consistently, with a focus on **precision** to prevent costly mistakes.

**Regulatory Knowledge**:

- **Thorough understanding** of international trade regulations, including **export controls**, **tariff codes**, **country-specific compliance**, and **customs declarations**.

**Ownership and Accountability**:

- Ability to **take ownership** of complex tasks and handle responsibilities independently, ensuring the job is done without supervision.

**Effective Communication**:

- **Excellent verbal and written communication skills in English**, ensuring that all documentation is clear, concise, and properly formatted for compliance and customer needs.
- Capable of engaging directly with **international customers**, explaining the documentation process and resolving any issues in real-time.

**Problem-Solving Skills**:

- Strong analytical skills to identify, address, and resolve documentation issues before they cause significant disruptions to the shipping process.

**Time Management & Organizational Skills**:

- Ability to prioritize multiple shipments and mana