Data Entry Specialist

Data Entry Specialist – Purchasing Department

The Data Entry Specialist supports the Purchasing Department by ensuring the accurate entry, maintenance, and tracking of purchasing, supplier, and inventory-related data. This role is responsible for managing records, processing purchase order information, updating databases, and assisting the purchasing team with administrative tasks that help ensure efficient procurement operations. The ideal candidate is highly organized, detail-oriented, and capable of working in a fast-paced environment while maintaining a high level of accuracy.

Responsibilities

• Accurately enter and update purchase orders, supplier information, pricing, and inventory data in company systems.
• Review purchasing documents for completeness, accuracy, and compliance with company procedures.
• Maintain and organize purchasing records, supplier files, and electronic documentation.
• Assist buyers and purchasing staff with administrative support and data management activities.
• Track purchase order status and update records as needed to ensure information remains current.
• Enter vendor invoices, acknowledgments, and shipping information into applicable systems.
• Verify data accuracy and identify discrepancies, escalating issues for resolution when necessary.
• Generate routine reports related to purchasing activity, supplier performance, and order status.
• Maintain inventory, pricing, and supplier databases to ensure data integrity.
• Assist with supplier communications regarding documentation, order confirmations, and status updates.
• Support inventory reconciliation efforts through data validation and record maintenance.
• Monitor and maintain electronic filing systems for purchasing and procurement documentation.
• Collaborate with Purchasing, Inventory, Warehouse, Operations, and Finance teams to ensure accurate information flow.
• Assist with audits by gathering and organizing required purchasing records and supporting documentation.
• Perform data cleanup, record updates, and system maintenance projects as assigned.
• Support continuous improvement efforts by identifying opportunities to improve data accuracy and administrative processes.
• Perform general clerical and administrative duties to support the Purchasing Department.

Essential Skills

• High school diploma or equivalent required; Associate degree or coursework in Business Administration, Supply Chain, or a related field preferred.
• Strong data entry skills with a high degree of speed and accuracy.
• Proficiency in Microsoft Office Suite, especially Excel, Outlook, and Word.
• Excellent attention to detail and commitment to maintaining accurate records.
• Strong organizational and time-management skills.
• Ability to handle confidential information with professionalism and discretion.
• Effective verbal and written communication skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong problem-solving and analytical skills.
• Ability to work independently as well as collaboratively within a team.
• Experience maintaining databases, records, and spreadsheets.
• Customer-service mindset when working with internal departments and external vendors.

Additional Skills & Qualifications

• Previous data entry, administrative support, purchasing support, or clerical experience preferred.
• Experience working with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms.
• Familiarity with purchase order processing and procurement documentation.
• Experience with invoice matching, vendor records, and inventory-related data.
• Intermediate to advanced Microsoft Excel skills, including filtering, sorting, and basic formulas.
• Understanding of purchasing, procurement, inventory, or supply chain processes is preferred.
• Ability to identify discrepancies and maintain data accuracy across multiple systems.
• Experience generating reports and maintaining electronic records.
• Knowledge of document management and record retention practices.

Work Environment

The Data Entry Specialist works in a professional office environment supporting the Purchasing Department. The role involves extensive computer-based work, including data entry, record maintenance, reporting, and document management. Daily interaction with Purchasing, Inventory, Warehouse, Operations, and Finance teams is expected to ensure accurate and timely processing of procurement-related information. Success in this role requires strong attention to detail, organization, accuracy, and the ability to manage multiple priorities while maintaining data integrity and supporting efficient purchasing operations.

Job Type & Location

This is a Contract position based out of Ontario, CA.

Pay and Benefits

The pay range for this position is $22.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Ontario,CA.

Application Deadline

This position is anticipated to close on Aug 1, 2026.