Export Assistant - Documentation Specialist

Export Assistant – Documentation SpecialistCompany: Store N Ship Pvt LtdLocation: Rajkot, Gujarat, IndiaDepartment: Export & International OperationsEmployment Type: Full-timeReports To: Export / Operations ManagerAbout Store N Ship Pvt LtdStore N Ship Pvt Ltd is an India-based sourcing, procurement, warehousing and export company serving international markets. The company works with suppliers across India to source products, consolidate shipments, manage export documentation and coordinate international logistics.We are looking for an Export Assistant – Documentation Specialist to support our growing export operations, with a particular focus on shipments from India to international markets, including Israel.Job SummaryThe Export Assistant – Documentation Specialist will be responsible for preparing, checking, maintaining and coordinating all documentation required for international shipments.The role requires strong attention to detail, knowledge of export procedures and documentation, and the ability to coordinate effectively with suppliers, freight forwarders, customs brokers, shipping lines, banks and internal teams.The ideal candidate should be comfortable working with commercial invoices, packing lists, shipping bills, certificates of origin, bills of lading, certificates and other export-related documents.Key Responsibilities1. Export DocumentationPrepare and verify export documentation for sea and air shipments.Prepare Commercial Invoices, Packing Lists, Proforma Invoices and Shipping Instructions.Coordinate preparation of Shipping Bills, Bills of Lading, Certificates of Origin and other required documents.Maintain accurate shipment-wise documentation files.Ensure consistency of product descriptions, HS/HSN codes, quantities, weights, values and country-of-origin information across documents.Check documents for errors before submission to freight forwarders, customs agents and customers.Maintain digital and physical records of all export documents.2. Compliance & CertificatesCoordinate with relevant authorities and agencies for export-related certificates and registrations.Support documentation related to APEDA, FSSAI, phytosanitary certificates, fumigation certificates, health certificates, certificates of origin and other product-specific requirements, where applicable.Verify documentation requirements based on the destination country and product category.Maintain a database of certificates, expiry dates and renewal requirements.Ensure that required certificates are available before shipment departure.3. Logistics CoordinationCoordinate with freight forwarders, customs brokers, shipping lines and transporters.Share shipment documentation and shipping instructions within required timelines.Track container bookings, cargo movement, customs clearance and vessel schedules.Follow up on pending documentation and shipment milestones.Coordinate with the warehouse team for loading, packing, weighing and dispatch documentation.Assist with preparation of documentation for 20-ft and 40-ft container shipments.4. Supplier & Purchase DocumentationCollect invoices, packing details, product specifications and certificates from suppliers.Verify supplier documentation against purchase orders and shipment requirements.Identify discrepancies in quantities, weights, product descriptions or pricing.Coordinate corrections with suppliers before shipment documentation is finalized.5. Internal CoordinationWork closely with:Procurement teamWarehouse teamFinance & AccountsExport/Logistics teamManagementInternational customers and partnersEnsure that all teams have the correct and latest shipment information.6. Documentation & Data ManagementMaintain shipment trackers and export documentation databases.Update shipment status and documentation status regularly.Maintain organized folders for every shipment.Ensure documents can be quickly retrieved for audits, customer requests or compliance checks.Prepare basic export reports for management.Required Skills & QualificationsBachelor's degree in Commerce, Business Administration, International Trade, Logistics, Supply Chain or a related field.1–3 years of experience in export documentation, logistics, freight forwarding or international trade.Good understanding of Indian export procedures.Familiarity with export documentation and customs processes.Good knowledge of HSN/HS codes and product classification.Strong MS Excel skills.Good written and verbal communication skills.Strong attention to detail and accuracy.Ability to manage multiple shipments simultaneously.Ability to work with deadlines and coordinate with multiple stakeholders.Preferred ExperiencePreference will be given to candidates with experience in:FMCG / food product exportsAgricultural commodity exportsPulses, grains, spices or dry foodsAPEDA-related documentationFSSAI requirementsPhytosanitary and fumigation documentationContainerized sea exportsExport shipments through Mundra PortDocumentation for shipments to Israel, Middle East or European marketsWorking with freight forwarders and customs brokersKey Performance Indicators (KPIs)The successful candidate will be evaluated on:Accuracy of export documentationTimely submission of shipping documentsNumber of documentation errors/discrepanciesTimely completion of certificatesShipment documentation readiness before cargo dispatchEffective coordination with freight forwarders and customs brokersAccuracy of shipment trackers and recordsCompliance with destination-country requirementsWhat We OfferOpportunity to work in a growing international trading and export business.Exposure to the complete export cycle from Indian supplier → warehouse → port → international customer.Experience with international food and FMCG supply chains.Opportunity to work directly with international markets and cross-border operations.Career growth into Export Executive / Export Operations Manager roles.Ideal CandidateWe are looking for someone who is highly organized, detail-oriented and proactive.This is not a purely administrative role. The person will be responsible for ensuring that the documentation supporting an international shipment is accurate, complete and available on time.A candidate who understands that a small documentation error can delay customs clearance, create additional costs or hold an entire container will be particularly well suited to this position.Salary: Competitive, based on experience and capabilities.Location: Rajkot, GujaratTo Apply: Please submit your CV highlighting your experience in export documentation, international logistics and relevant export certifications.