Executive - Import

1. Role Summary

The Import Executive is responsible for executing day-to-day import operations, ensuring timely procurement of raw materials, spare parts, and components from international suppliers. The role involves managing documentation, coordinating with freight forwarders and customs agents, ensuring compliance with import regulations, and supporting smooth material flow to warehouse/plant.

2. Key Responsibilities

A. Import Operations

Process import purchase orders as per approved requisitions.

Coordinate with international suppliers for order confirmation, shipment schedules, and documentation.

Track shipments and ensure timely delivery to warehouse/plant.

Follow up for dispatch details, shipping documents, and arrival schedules.

B. Documentation & Compliance

Verify and manage import documentation such as:

Commercial Invoice

Packing List

Bill of Lading / Airway Bill

Certificate of Origin

Bill of Entry

Coordinate with CHA (Custom House Agent) for customs clearance.

Ensure compliance with customs regulations, INCOTERMS, and company policies.

Maintain proper records of all import transactions.

C. Coordination & Communication

Liaise with freight forwarders, shipping lines, and transporters.

Coordinate with Finance for payment processing (LC, TT, advance payment).

Work closely with Stores and Production teams for material planning.

Resolve issues related to delays, documentation errors, or shipment discrepancies.

D. Cost & Tracking

Monitor freight charges, customs duties, and other import-related costs.

Ensure avoidance of demurrage/detention charges.

Maintain shipment tracking reports and MIS.

Update ERP/SAP system with accurate import data.

E. Reporting

Prepare import status reports for management.

Maintain shipment tracking sheets and documentation database.

Support audit requirements related to import records.

3. Qualifications

Bachelor’s degree in Commerce, Supply Chain, Logistics, or International Business.

0–3 years of experience in import operations or international procurement.

Basic knowledge of:

Customs clearance process

INCOTERMS

Import documentation

International logistics

Experience in ERP/SAP is preferred.

4. Required Skills

Good coordination and follow-up skills

Strong attention to detail

Basic negotiation and communication skills

Analytical mindset

Ability to handle multiple shipments simultaneously

Good MS Excel & reporting skills