Pallavi Bisen

• Managing complete export operations for dairy and food product shipments worldwide.
• Handling temperature-controlled and cold chain shipments for dairy products.
• Coordinating with international customers, factories, shipping lines, freight forwarders, and transporters.
• Managing shipment bookings, container planning, and logistics execution for FCL/LCL cargo.
• Handling cross-trade shipments and third-country deliveries.
• Monitoring cargo readiness, vessel schedules, transit timelines, and shipment tracking.
• Coordinating export documentation and compliance for food and dairy exports.
• Negotiating freight rates and optimizing logistics costs.
• Managing urgent shipment requirements and resolving operational challenges efficiently.
• Ensuring timely dispatch and delivery while maintaining product quality standards.
• Preparing operational reports, shipment updates, and customer status reports.
• Managing customer communication regarding orders, shipment schedules, and delivery updates.
• Ensuring compliance with international export regulations and dairy product transportation requirements.
• Building strong relationships with logistics partners and overseas customers for smooth business operations.
• Managing customer communication and order follow-up through Bitrix24 CRM.
• Updating shipment status, customer records, and operational activities in Bitrix24 CRM.
• Coordinating internal and external communication using Bitrix24 CRM for smooth shipment execution.
• Managed accounts payable and accounts receivable by coordinating with customers, suppliers, and the finance team to ensure timely payments and collections.

• Handling end-to-end export and import documentation including invoices, packing lists, shipping bills, and BLs as per compliance requirements.
• Coordinating with logistics partners, shipping lines, CHA, and freight forwarders for smooth cargo movement.
• Providing customer support to overseas clients regarding shipment status, documentation queries, and post-shipment follow-ups.
• Monitoring and ensuring timely customs clearance while resolving discrepancies in documentation.
• Maintaining accurate records of shipments and supporting management with MIS and tracking reports.
• Assisting in cost control and vendor coordination to optimize export-import operations.
• Skilled in preparing and managing export invoices with accuracy. Experienced in invoice reconciliation and coordinating with customers and accounts for timely payments.

• Supervised all phases of air and ocean shipment operations including partials, consolidation and inspections.
• Arranged with freight forwarders and trucking company pick-up and delivery of the merchandise through shipping instructions.
• Requested quotations from freight forwarders and trucking services for shipments.
• Planning of booking containers according to specification, packing, delivery.
• Quantified the impact of timely delivery, best transit time, D.O Release.
• Proper planning of the shipment in order to minimize the demurrage cost incurred by the company.
• Coordinated with different Govt. agencies (CAPEXIL, ECGC, DGFT and Chamber of Commerce) as well as with other agencies for inspection and laboratory testing of the material.
• Regular contact with Shipping Lines and CHA.
• Responsible for preparation of Pre-shipment and Post-shipment documents.

• Pre shipment Export Documentation :
• Responsible for the activities of preparation of pre-shipment export documents viz. Invoice, Packing List, BL draft, S/Bill filling.
• Responsible for liaising with Custom House Agent (CHA) for filing of S/Bill with customs, inspection of goods by customs, Picking up container from container yard, loading of container on board vessel.
• Responsible for liaising Freight Forwarder to getting fright rate, DO , BL on time.
• Post shipment Export Documentation :
• Responsible for the activities of preparation of port shipment export documents viz. Invoice, Packing List, certificate of origins as per L/C condition, Bill of exchange, declarations as per L/C.
• Responsible for obtaining a certificate of origin from the Chamber of Commerce.
• Responsible for obtaining the legalization of invoices from the Consulate of importing countries.
• Responsible for submission of post shipment documents viz. covering letter, invoice, packing list, B/L, Bill of exchange and declarations to bank.
• Responsible for interacting with Shipping lines for obtaining the BL issued.
• Responsible for submitting post ship documents to the bank on time.
• Regular checking of issuance E-BRC.
• Customs :
• Responsible for obtaining the Stuffing Permission from customs for stuffing containers at factory premises under the supervision of central excise.
• Responsible for obtaining the licences or scripts, issued by DGFT, verified by customs.
• Obtaining the Advance licenses verified by customs.
• Central Excise :
• Communicate with central excise officers for supervising of goods, container and signing of export documents, sealing of containers etc.
• Responsible for the activity of obtaining Letter of Undertaking/Bond from central excise , submitting Proof of Export (POE).
• Container stuffing :
• Responsible for Interact with production dept.

• Managed complete export documentation for pre-shipment and post-shipment processes in accordance with international trade regulations.
• Prepared and reviewed Commercial Invoices, Packing Lists, Bills of Lading (B/L), Certificates of Origin (COO), and other export documents with accuracy.
• Processed Letter of Credit (L/C) documentation and ensured compliance with customer, banking, and export requirements.
• Coordinated with freight forwarders, shipping lines, Customs House Agents (CHA), and transporters for seamless shipment execution.
• Prepared customs, insurance, and destination country-specific export documentation to facilitate smooth customs clearance.
• Liaised with banks for export document negotiation and timely processing of trade finance documentation.
• Dispatched original shipping documents to customers and provided scanned copies and courier tracking details for timely follow-up.
• Monitored shipment movement from origin to destination and proactively communicated shipment status, delays, or schedule changes to customers.
• Ensured timely submission of export documents while maintaining compliance with customer specifications and statutory regulations.
• Collaborated with internal departments and external stakeholders to ensure efficient execution of export orders and customer satisfaction.

Key Responsibilities

• Prepared and managed Proforma Invoices (PI), Commercial Invoices, Packing Lists, Shipping Bills, Bills of Lading (B/L), Certificates of Origin (COO), ARE-1 Forms, Average Weight Lists, and other export documentation.
• Scrutinized Letters of Credit (LC) and ensured compliance with contractual and banking requirements.
• Coordinated with Customs House Agents (CHA), freight forwarders, shipping lines, and transporters for customs clearance and shipment execution.
• Managed Shipping Bills, Bill of Lading amendments, cargo tracking, and export documentation until final delivery.
• Liaised with banks for export documentation, Bill of Exchange processing, LC negotiation, eBRC, Buyer’s Credit, Bank Guarantees, and export finance.
• Handled Buyer’s Credit documentation and coordinated with financial institutions for timely disbursement.
• Processed road permits and statutory documentation as per regulatory requirements.
• Prepared tender documents, quotations, and commercial offers for domestic and international customers.
• Followed up with customers to ensure timely shipment acceptance, delivery, and payment collection.
• Maintained customer credit limits and coordinated with management regarding outstanding receivables and credit control.
• Processed Duty Drawback and other export incentive claims with the relevant government authorities.
• Prepared monthly MIS reports, sales analysis, customer performance reports, and management dashboards.
• Coordinated with domestic and international dealers, distributors, suppliers, and customers regarding orders, shipments, pricing, and payments.
• Assisted in appointing new dealers and distributors and supported channel development activities.
• Supported international business development by identifying new export markets and potential customers.
• Planned monthly sales activities and coordinated with the sales team to achieve business targets.
• Resolved customer complaints related to pricing, shipment delays, sales returns, and documentation.
• Recommended cost-saving initiatives by analyzing operational costs and improving logistics efficiency.
• Ensured compliance with international trade regulations, export policies, and company procedures.
• Maintained accurate records of export transactions, shipping documents, and customer correspondence.
• Worked closely with production, finance, logistics, and commercial teams to ensure seamless order execution from inquiry to final delivery.