Import/Export Coordinator

Designation: Import–Export Executive

Company: JEKSON MACHINERY / JEKSON MACHINE TOOLS

Department: Overseas Business / Import–Export

Location: Ahmedabad, Gujarat, India

Reporting To: Head – Overseas Business / Management

Employment Type: Full-Time

1. Job Objective To independently manage and coordinate import–export operations, ensuring accurate documentation, timely shipment execution, customs clearance, coordination with international customers and suppliers, and compliance with applicable foreign trade regulations.

2. Key Roles and Responsibilities A. Export Operations

• Handle export inquiries, quotations, purchase orders, Proforma Invoices (PI), and order confirmations.
• Coordinate with overseas customers regarding order status, dispatch schedules, shipping instructions, and delivery updates.
• Prepare Commercial Invoices, Packing Lists, and other export-related documents.
• Coordinate with production, quality, accounts, and dispatch departments to ensure timely readiness of machinery and spare parts.
• Arrange export packing, shipment bookings, freight forwarding, and transportation.
• Coordinate with customs clearing agents and freight forwarders for shipping bill generation and customs clearance.
• Track shipments and share shipping documents and dispatch updates with overseas customers.
• Follow up on advance payments, balance payments, and export payment realization.

B. Import Operations

• Communicate with overseas suppliers regarding quotations, purchase orders, production status, and delivery schedules.
• Obtain and compare international freight quotations and estimated landed costs.
• Verify supplier invoices, packing lists, Bills of Lading, Air Waybills, and Certificates of Origin, wherever applicable.
• Coordinate import customs clearance, transportation, and delivery of machinery, components, spares, and consumables.
• Coordinate with the purchase and accounts departments for supplier payments and import documentation.
• Maintain records of import consignments, expenses, and delivery status.

C. Export–Import Documentation

• Prepare, verify, and maintain export and import documentation.
• Coordinate documentation related to IEC, GST, LUT/Bond, AD code, shipping bills, and applicable export benefits.
• Coordinate with banks and authorized dealer banks for foreign remittances and export proceeds realization.
• Maintain records required for export payment follow-up and applicable regulatory reporting.
• Ensure that documents are accurate, complete, and submitted within the required timelines.

D. Logistics and Shipment Coordination

• Coordinate with freight forwarders, shipping lines, customs brokers, transporters, and courier agencies.
• Obtain freight rates for sea freight, air freight, and courier shipments.
• Monitor shipment schedules, transit status, customs clearance, and delivery timelines.
• Coordinate container loading, packing, marking, and dispatch arrangements.
• Monitor freight costs and help minimize demurrage, detention, and other avoidable expenses.

E. Commercial and Internal Coordination

• Coordinate with sales, purchase, production, accounts, and dispatch teams.
• Prepare and maintain import–export trackers, shipment reports, payment follow-up reports, and document registers.
• Maintain systematic records of customer orders, supplier orders, invoices, shipping documents, and correspondence.
• Assist the management in overseas business development by preparing customer communications, product information, and export-related reports.
• Handle routine international email correspondence professionally.
• 3. Educational Qualification Graduate in Commerce, Business Administration, International Business, or a related field.
• Certification or diploma in Export–Import Management is preferred.
• 4. Experience2–5 years of experience in import–export operations, logistics, or international trade preferred.
• Experience in engineering, machinery manufacturing, capital goods, or industrial spare parts exports will be an advantage.
• Candidates with practical knowledge of export documentation and customs procedures will be preferred.
• 5. Technical Skills Knowledge of Inco terms 2020 and international shipping procedures.
• Understanding of HS codes, IEC, GST, shipping bills, and customs clearance.
• Familiarity with Commercial Invoices, Packing Lists, Bills of Lading, Air Waybills, and Certificates of Origin.
• Working knowledge of MS Excel, MS Word, email, and ERP/accounting software.
• Basic understanding of foreign currency transactions and international payment terms.
• 6. Required Competencies Strong written and verbal communication skills in English.
• Excellent documentation and record-keeping abilities.
• Effective coordination and follow-up skills.
• Attention to detail and accuracy.
• Ability to manage multiple shipments and deadlines.
• Problem-solving skills and a proactive approach.
• Professional communication with international customers and suppliers.
• 7. Key Performance Indicators (KPIs)Timely and accurate preparation of import–export documents.
• On-time shipment coordination and dispatch execution.
• Timely follow-up on outstanding export payments.
• Reduction in documentation errors and shipment delays.
• Effective coordination of customs clearance and import deliveries.
• Proper maintenance of shipment records and compliance documentation.
• Control of avoidable logistics costs, demurrage, and detention.

8. Key Responsibilities and Accountability The Import–Export Executive will be responsible for the smooth execution of assigned import and export transactions, maintaining proper documentation, coordinating with all relevant stakeholders, ensuring timely shipment updates, and supporting the company's overseas business operations.

Expected Outcome: Efficient import–export operations with accurate documentation, timely shipments, effective payment follow-ups, and compliance with applicable statutory requirements.