Job Summary
An Export Documentation Specialist is responsible for preparing, reviewing, and managing all documents required for international shipments. This role ensures that exports comply with customs regulations, trade laws, and customer requirements, helping goods move smoothly across borders without delays or penalties.
Key Responsibilities
Export Documentation
- Prepare and verify export documents such as:
- Commercial invoices
- Packing lists
- Bills of lading / Air waybills
- Certificates of origin
- Export declarations
- Letters of credit documentation
- Ensure accuracy and completeness of all shipping paperwork.
- Maintain organized records of export documentation for audits and compliance purposes.
Compliance & Regulations
- Ensure all exports comply with international trade regulations, customs laws, and company policies.
- Stay updated on export control laws, sanctions, and trade agreements.
- Coordinate with customs brokers and freight forwarders to resolve documentation or clearance issues.
Coordination & Communication
- Communicate with internal departments such as sales, logistics, and finance to gather shipment details.
- Liaise with freight forwarders, carriers, customs officials, and overseas customers.
- Provide shipment status updates and resolve documentation-related delays.
Logistics Support
- Review shipping instructions and match them with customer and carrier requirements.
- Assist in scheduling shipments and tracking cargo movement.
- Ensure timely submission of documents to banks for letter of credit transactions.
Data Management & Reporting
- Enter export shipment data into ERP or logistics systems.
- Generate export reports and shipment summaries.
- Maintain accurate filing (digital and physical) of export records.
Required Skills & Qualifications
Education
- Bachelor's degree in International Business, Logistics, Supply Chain Management, or a related field (preferred).
Technical Skills
- Strong knowledge of export documentation and international shipping procedures.
- Familiarity with Incoterms, customs procedures, and trade compliance.
- Proficiency in MS Office (Excel, Word) and ERP/logistics software.
Soft Skills
- High attention to detail and accuracy.
- Strong organizational and time-management skills.
- Good written and verbal communication skills.
- Ability to work under deadlines and handle multiple shipments at once.
Experience
- Experience in export documentation, logistics, or international trade
- Experience working with freight forwarders, customs brokers, or international clients is an advantage.
Work Environment
- Office-based role with regular interaction with international partners.
- May involve time-sensitive tasks due to shipment deadlines and global time zones.
