Logistics Manager – Export

2. Key Responsibilities
A. Export Shipment Planning
•    Plan export shipments based on customer delivery schedules and production readiness.
•    Coordinate with Production, Planning, Sales, Purchase, Stores for shipment readiness.
•    Prepare shipment schedules and monitor dispatch timelines.
•    Coordinate with freight forwarders, shipping lines, transporters and CHA/customs brokers.
B. Export Documentation
•    Ensure accurate preparation and timely submission of export documents.
o    Preparation of Commercial Invoice
o    Packing List
o    Shipping Bill
o    Bill of Lading / Airway Bill
o    Certificate of Origin
o    Insurance documents, where applicable
o    Export declarations and other customer-specific documents
•    Ensure documents are aligned with LC, Purchase Order, Incoterms and customer requirements.
•    Coordinate with Accounts/Finance for banking and export-related documentation.
C. Customs & Regulatory Compliance
•    Coordinate with CHA and customs authorities for smooth clearance of export shipments.
•    Ensure compliance with applicable DGFT, Customs, GST and other export regulations.
•    Monitor Shipping Bill filing, examination, clearance and Let Export Order.
•    Ensure proper handling of export incentives, refunds and related documentation wherever applicable.
•    Maintain records required for audits and statutory compliance.
D. Freight & Transport Management
•    Negotiate freight rates with shipping lines, freight forwarders and transporters.
•    Obtain and compare freight quotations.
•    Control logistics costs and identify opportunities for cost reduction.
•    Container booking, vehicle placement and container movement.
•    Coordinate empty container pickup, stuffing and movement to port/CFS.
•    Track vessel schedules, transshipment and estimated arrival dates.

E. Shipment Tracking
•    Monitor every export shipment from dispatch until delivery.
•    Maintain shipment tracking reports.
•    Provide regular shipment status to Sales, Management and customers.
•    Immediately escalate delays, vessel rollovers, documentation issues or customs problems.
•    Coordinate with overseas agents/customers regarding shipment status and delivery.
F. Coordination with Internal Departments
•    Coordinate closely with:
o    Export Sales
o    Production
o    Planning
o    Stores
o    Quality
o    Accounts & Finance
o    Purchase
o    Customer Service
•    Ensure products are ready, packed and dispatched as per customer requirements.
•    Verify quantity, packing, labelling and documentation before shipment.
G. Vendor & Service Provider Management
•    Manage relationships with:
o    Freight Forwarders
o    CHA
o    Shipping Lines
o    Transporters
o    CFS/ICD
o    Customs brokers
o    Insurance providers
•    Evaluate vendor performance on cost, service, transit time and responsiveness.
•    Develop alternative logistics partners to avoid dependency on a single vendor.
H. Cost Control & MIS
•    Prepare monthly logistics cost reports.
•    Monitor freight, transportation, CHA, port, CFS and other shipment-related expenses.
•    Analyse freight cost against budget and previous shipments.
•    Prepare management MIS covering:
o    Export shipments
o    Shipment value
o    Freight cost
o    On-time dispatch
o    Transit time
o    Delayed shipments
o    Logistics cost per shipment
o    Vendor performance

3. Key Result Areas (KRAs)
KRA    Key Performance Indicator
On-Time Shipment    % shipments dispatched within committed schedule
Export Documentation    Accuracy and timely completion of documents
Freight Cost    Actual freight vs approved/budgeted cost
Customs Clearance    Timely and error-free clearance
Shipment Tracking    100% shipment status visibility
Delivery Performance    On-time delivery to customer
Logistics Cost Control    Reduction/optimization of logistics expenses
Vendor Management    Freight forwarder/CHA/transport performance
Compliance    Zero major export/customs compliance issues
Customer Service    Timely response to shipment-related queries