Export Assistant

An Export Assistant supports the export process end-to-end by preparing shipping documentation, coordinating with freight forwarders, ensuring compliance with customs rules, and tracking shipments until final delivery. The role involves preparing commercial invoices, packing lists, and shipping instructions, while maintaining communication with overseas clients. Their work ensures error-free documentation and timely export operations.

Daily work includes preparing export documents, booking shipments, following up with CHA/logistics partners, creating invoices, updating export status in ERP or Excel, coordinating with production for dispatch, and responding to email queries from international customers. They also verify HS codes, INCOTERMS, and ensure timely submission of documents for customs clearance. Accurate record-keeping is essential for compliance and audits.

Common export documents include Commercial Invoice, Packing List, Shipping Bill, Bill of Lading/Airway Bill, Certificate of Origin, Export Declaration, Letter of Credit documents, and Insurance Certificate. Depending on the product, additional documents such as Phytosanitary Certificates, Fumigation Certificates, and Form A may be required. Accuracy in documentation is critical to avoid shipment delays or LC rejection.

Export Assistants typically use ERP systems (SAP, Oracle, Tally ERP), MS Excel, Email/Outlook, shipping portal systems, DGFT portals, and courier/tracking platforms. Tools such as CHA portals, customs EDI, and shipping line websites are used regularly for tracking and documentation submission. Advanced Excel skills help in reporting and data management.

Smooth clearance is ensured by preparing error-free documents, verifying HS codes, coordinating with customs brokers, and submitting required certificates on time. The Export Assistant ensures all documents match (invoice, packing list, BL/AWB) and follow INCOTERMS. Regular follow-up with CHA, understanding customs requirements, and maintaining checklists help prevent delays.

Companies prefer candidates with a bachelor’s degree in commerce, business administration, logistics, or international trade. Knowledge of export documentation, shipping processes, customs laws, and INCOTERMS is highly valued. Freshers with EXIM certifications or internships in logistics/export departments also get opportunities.

Courses in EXIM (Export–Import Management), International Trade, Logistics & Shipping, Freight Forwarding, and Customs Documentation are helpful. Certifications from FIEO, MSME, IIFT, DGFT-authorized centres, or logistics institutes strengthen job prospects. These courses improve your understanding of documentation, compliance, shipping processes, and export costing.

Salary depends on industry, city, experience, and skill level. Export Assistants often receive allowances for shift work, transport, and performance. Those with strong documentation skills, ERP knowledge, and logistics experience typically earn higher salaries and move up to Export Executive/Documentation Executive roles quickly.

Yes. Hiring remains high in sectors like textiles, pharmaceuticals, FMCG, manufacturing, engineering goods, food exports, chemical exports, freight forwarding companies, and international trading firms. All export-oriented companies require document specialists, making job demand consistent and expanding with global trade growth.

Not mandatory, but highly recommended. EXIM certifications improve chances of selection, especially for freshers. Certifications in Shipping Documentation, Custom Procedures, Export Finance, or Logistics make you job-ready and competitive in the market.