DATA ENTRY SPECIALIST

Job Title: Data Entry Specialist

Job Type: (Remote)

Job Summary

The Data Entry Specialist — Administrative Support is responsible for accurately entering, updating, organizing, and maintaining business information and records. This position provides administrative and clerical support to various departments by managing databases, processing documents, preparing reports, maintaining files, and ensuring information is accurate, complete, and readily accessible to authorized personnel.

Key Responsibilities

• Enter, update, and maintain information in databases, spreadsheets, ERP systems, CRM platforms, and other business applications.

• Review source documents and verify information for accuracy, completeness, and consistency.

• Perform data validation and correct errors, duplicate records, and missing information.

• Process forms, applications, invoices, orders, correspondence, reports, and other business documents.

• Maintain accurate electronic and physical filing systems.

• Scan, upload, categorize, organize, and archive documents according to established procedures.

• Retrieve records and information for authorized employees, managers, and departments.

• Prepare spreadsheets, reports, summaries, lists, and other administrative documents.

• Maintain customer, vendor, employee, inventory, operational, or other business records as assigned.

• Assist with document formatting, printing, copying, scanning, and distribution.

• Monitor shared email inboxes and administrative requests and route items to the appropriate personnel.

• Assist with scheduling, meeting preparation, calendar coordination, and general office administration.

• Support mail, shipping, receiving, and document distribution activities when required.

• Maintain office supply records and assist with inventory tracking and ordering.

• Perform routine database searches and information retrieval.

• Assist departments with administrative projects, data cleanup, and records-management activities.

• Maintain accurate logs and tracking spreadsheets for assigned administrative activities.

• Assist with preparing information for audits, compliance reviews, and management reporting.

• Maintain confidentiality of company, customer, employee, financial, and other sensitive information.

• Follow established data-entry, document-control, records-management, and administrative procedures.

• Meet established data-entry accuracy, productivity, and turnaround-time requirements.

• Identify opportunities to improve administrative workflows, data-entry processes, filing systems, and office efficiency.

Qualifications

• High school diploma or equivalent required.

• Associate degree or relevant coursework in Business Administration, Office Administration, or a related field preferred.

• 1–3 years of experience in data entry, administrative support, office administration, or a related role.

• Strong typing and data-entry skills with excellent attention to detail.

• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.

• Strong organizational and time-management skills.

• Good written and verbal communication skills.

• Ability to manage multiple tasks and meet deadlines.

• Ability to work independently while following established procedures.

• Strong ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

• Experience with ERP, CRM, database, or document-management systems.

• Advanced Microsoft Excel skills, including formulas, sorting, filtering, and data validation.

• Experience with electronic document management and digital filing systems.

• Experience with high-volume data entry and administrative processing.

• Familiarity with office management and records-retention procedures.

• Experience preparing administrative reports and spreadsheets.

• Experience supporting multiple departments in a fast-paced office environment.

• Experience with workflow or task-management software.

Key Skills

• Administrative Support

• Data Entry

• Office Administration

• Database Management

• Records Management

• Document Management

• Microsoft Excel

• Microsoft Word

• Microsoft Outlook

• Data Verification

• Data Validation

• Data Accuracy

• File Management

• Document Processing

• Report Preparation

• Spreadsheet Management

• Information Retrieval

• Email Management

• Office Coordination

• Scheduling Support

• Confidentiality

• Time Management

• Organization

Core Competencies

• Data Accuracy: Ability to enter, review, and maintain information accurately and consistently.

• Administrative Support: Ability to provide dependable clerical and administrative assistance to departments and management.

• Attention to Detail: Ability to identify errors, inconsistencies, missing information, and duplicate records.

• Organization: Ability to maintain structured databases, files, documents, spreadsheets, and administrative records.

• Time Management: Ability to prioritize multiple assignments and complete work within established deadlines.

• Computer Proficiency: Ability to efficiently use office applications, databases, spreadsheets, email, and document-management systems.

• Confidentiality: Ability to appropriately handle sensitive company, customer, employee, and financial information.

• Communication: Ability to communicate clearly and professionally with coworkers, managers, vendors, and other stakeholders.

• Process Compliance: Ability to follow established administrative, data-entry, document-control, and records-management procedures.

• Reliability: Ability to consistently complete assigned tasks accurately, efficiently, and on schedule.