About the role
To manage and support day-to-day import and export operations, including purchase and issue entries, coordination with Customs House Agents (CHA) and Freight Forwarders (FF), shipment documentation, cost sheet preparation, and maintenance of import-related records. Ensure accuracy, timely processing, and compliance with internal documentation procedures.
Responsibilities- ● Prepare and verify purchase entries and issue entries for import and local transactions as and when required.
- ● Verify and process CHA and Freight Forwarder (FF) bills, ensuring accuracy of invoices and supporting documents.
- ● Check the shelf life and validity of Certificates of Analysis (COA) upon arrival of shipments and promptly inform the concerned departments in case of discrepancies or concerns.
- ● Download, verify, and maintain COA and Material Safety Data Sheets (MSDS) in the designated server folders.
- ● Prepare import cost sheets on a daily basis, ensuring accurate capture of applicable shipment-related costs.
- ● Complete and maintain the required checklists and documentation in the Pre-Dispatch Inspection (PDI) files.
- ● Ensure proper filing, record maintenance, and accessibility of import-related documents.
- ● Coordinate with Finance, Procurement, Warehouse, and other internal stakeholders for smooth import-export operations.
- ● Ensure accuracy and timely updating of entries, bills, cost sheets, and shipment records.
- ● Maintain proper documentation in accordance with company procedures and applicable statutory requirements.
- ● Highlight discrepancies, delays, or documentation gaps to the reporting manager.
- ● Accuracy and timeliness of purchase and issue entries.
- ● Accuracy of CHA and Freight Forwarder bill verification.
- ● Timely verification and filing of COA and MSDS.
- ● Accuracy and timely preparation of import cost sheets.
- ● Completeness and accuracy of PDI file documentation.
- ● Timely coordination and follow-up for import-export shipments.
- ● Good knowledge of import-export documentation and processes.
- ● Basic understanding of purchase entries, issue entries, and invoice verification.
- ● Knowledge of COA, MSDS, and shipment-related documentation.
- ● Working knowledge of MS Excel and ERP/accounting software.
- ● Strong attention to detail and numerical accuracy.
- ● Good coordination, communication, and follow-up skills.
- ● Ability to manage multiple activities and meet deadlines.
- ● Graduate in Commerce, Business Administration, Supply Chain Management, or a related field.
- ● Additional certification or training in Import-Export Management will be an advantage.
- 1–3 years of experience in import-export operations, preferably in the pharmaceutical, specialty chemicals, or distribution industry.