Data Entry Specialist

Job description

Job Title: Data Entry Specialist

Position Type: Full-Time, Remote

Working Hours: U.S. client business hours

About the Role:

Our client is seeking a Data Entry Specialist to ensure business data is entered, maintained, and reported with precision. This role is critical for keeping systems accurate and up to date so that finance, sales, operations, and leadership can make informed decisions. The Data Entry Specialist ensures that records are complete, compliant, and audit-ready across multiple platforms.

Responsibilities:

Data Input & Accuracy:

• Enter and update records into CRMs, databases, or spreadsheets (Salesforce, HubSpot, Airtable, Excel, or Google Sheets).
• Validate accuracy by cross-referencing source documents (invoices, contracts, customer information, HR files).
• Correct errors, duplicates, and incomplete records.

Data Maintenance:

• Clean and standardize datasets using tools such as Excel filters, pivot tables, and formulas.
• Apply consistent formatting, naming conventions, and categorization.
• Perform weekly data audits to ensure quality.

File & Record Management:

• Organize digital records into logical, searchable structures (SharePoint, Google Drive, Dropbox).
• Ensure all files are version-controlled and retrievable for audit or compliance.

Reporting & Support:

• Generate daily/weekly reports (transaction volumes, status updates, audit logs).
• Support finance with AR/AP data entry, sales teams with lead/contact updates, and HR with employee data.

Compliance & Confidentiality:

• Maintain strict confidentiality of sensitive data (financial, personal, or client-related).
• Ensure adherence to data privacy regulations (GDPR, HIPAA, CCPA depending on industry).

Process Improvement:

• Identify recurring data issues and propose solutions (automation, improved forms, new templates).
• Collaborate with supervisors to improve efficiency and reduce errors.

What Makes You a Perfect Fit:

• Meticulous attention to detail — catching errors others miss.
• High typing speed and accuracy.
• Comfortable with repetitive but mission-critical work.
• Organized, dependable, and accountable for data integrity.

Required Experience & Skills (Minimum):

• 1–2 years data entry or clerical experience.
• Proficiency with Excel/Google Sheets (sorting, filtering, pivot tables, formulas).
• Familiarity with CRMs (Salesforce, HubSpot) or database tools (Airtable, Access).
• Strong typing accuracy and speed.

Ideal Experience & Skills:

• Experience supporting high-volume environments (e-commerce, finance, healthcare, logistics).
• Exposure to data cleaning tools or scripts (basic SQL, Google Apps Script).
• Familiarity with compliance-heavy industries (healthcare, finance).

What Does a Typical Day Look Like?

A Data Entry Specialist’s day revolves around keeping business systems accurate and reliable. You will:

• Input new records into CRMs or accounting systems, ensuring all required fields are complete and accurate.
• Audit and clean data by correcting duplicates, filling in missing information, and standardizing formats.
• Cross-check entries against source documents (receipts, invoices, contracts, employee records).
• Generate and share reports with supervisors or department leads so they have up-to-date data.
• Maintain digital records in shared drives, ensuring documents are properly named, versioned, and stored.
• Support other teams by entering ad hoc requests (e.g., updating customer info, logging financial transactions, uploading HR files).

In essence: you are the guardian of data quality, ensuring the organization can trust its systems and reports.

Key Metrics for Success (KPIs):

• Typing speed and accuracy ≥ 98%.
• Error rate < 1% in audited records.
• All records entered and updated within SLA (same day/next day).
• Reports delivered accurately and on schedule.
• Clean, organized datasets consistently maintained.

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., complete a timed data-entry test with error-checking exercise)
4. Client Interview
5. Offer & Background Verification