Operations Executive (Port)|Kolkata

• Job Title: Office Operations Executive – Shipping Industry
• Location: Kolkata
• Job Type: Full-time
• Department: Operations
• Job Summary:
• The Office Operations Executive will play a pivotal role in the day-to-day management of shipping operations, focusing on the coordination of compliance with FSSAI and PQ regulations, and effective communication with clients. The role requires meticulous attention to detail in documentation, strong coordination abilities, and a comprehensive understanding of regulatory requirements for food grain and FMCG imports and exports.

• Customs Clearance:
• Facilitate smooth customs clearance processes by coordinating with shipping agents, and clients.
• Prepare and review shipping documentation, including Bills of Lading, invoices, and packing lists, ensuring compliance with customs regulations.
• Handle any queries or discrepancies raised by customs authorities and ensure prompt resolution to avoid delays.
• FSSAI & PQ Compliance:
• Ensure all shipments, particularly those containing food grains and FMCG commodities, adhere to FSSAI (Food Safety and Standards Authority of India) guidelines.
• Manage Pest Quarantine (PQ) documentation and clearance for relevant commodities, ensuring compliance with plant and food safety regulations.
• Oversee the submission of product samples and ensure timely approvals from FSSAI and PQ authorities.
• Client Coordination:
• Act as the primary point of contact for clients, providing real-time updates on shipment status, customs clearance progress, and any delays or issues.
• Ensure all client queries related to documentation, regulatory compliance, or shipment tracking are handled promptly and professionally.
• Coordinate with internal teams to ensure client requirements are met and that any changes in shipping schedules or documentation are communicated effectively.
• Documentation & Reporting:
• Prepare and verify all required documentation for customs, FSSAI, and PQ clearances, ensuring accuracy and adherence to timelines.
• Maintain organized records of shipment details, regulatory approvals, and client communications.
• Generate reports on customs clearance timelines, any issues encountered, and compliance with FSSAI and PQ regulations.
• Regulatory Updates:
• Stay updated on changes in customs regulations, FSSAI guidelines, and PQ requirements that could impact shipping operations.
• Implement any regulatory updates or changes into the company’s operations and inform relevant departments of new compliance needs.
• Vendor & Service Provider Coordination:
• Liaise with shipping agents, freight forwarders, and third-party service providers to ensure smooth handling of cargo and timely submission of documents for clearance.
• Coordinate with warehousing and transport vendors to ensure proper storage and movement of goods during the customs clearance process.
• Problem Solving & Crisis Management:
• Respond to operational challenges such as shipment delays, documentation discrepancies, or regulatory issues, ensuring swift resolution with minimal impact on the supply chain.
• Proactively address any client concerns related to customs or regulatory issues.

Skills & Qualifications:

• Educational Background: Bachelor’s degree in Logistics, Shipping & Supply Chain Management, Business Administration, or related fields.
• Experience: Minimum 5-8 years of experience in shipping operations, specifically dealing with customs clearance, FSSAI, PQ regulations, and client coordination.
• Regulatory Knowledge: In-depth knowledge of FSSAI guidelines, Pest Quarantine (PQ) requirements, and customs clearance procedures.
• Communication Skills: Excellent written and verbal communication skills for effective client and customs officer coordination.
• Attention to Detail: Strong attention to detail in handling documentation, regulatory compliance, and shipment tracking.
• Problem Solving: Ability to resolve operational issues, customs delays, and regulatory discrepancies quickly and efficiently.
• Software Proficiency: Familiarity with shipping and logistics software, customs clearance platforms, and general office applications (MS Office, Excel, etc.).
• Team Player: Strong interpersonal skills with the ability to work collaboratively with various internal teams and external stakeholders.
• Time Management: Excellent organizational and time management skills to handle multiple tasks and ensure timely submission of documents and clearance of goods.

Key Competencies:

• Knowledge of shipping industry operations.
• Expertise in customs documentation and clearance processes.
• Understanding of FSSAI and PQ regulations for food grains and FMCG commodities.
• Strong client relationship management and coordination abilities.
• Crisis management and ability to handle operational disruption