Data Entry Operator

Job Overview

A Data Entry Operator is responsible for accurately entering, updating, and managing data in company databases, spreadsheets, or software systems. The role involves collecting, verifying, and processing data to ensure accuracy, consistency, and efficiency in business operations. Data Entry Operators play a vital role in supporting administration, accounts, HR, sales, inventory, and customer databases . This position requires excellent typing skills, attention to detail, organizational abilities, and basic computer knowledge . Depending on the industry, the role may also involve handling customer information, financial records, product details, or operational data .

Key Responsibilities

1. Data Entry & Database Management

• Accurately enter, update, and maintain data in company systems, spreadsheets, or databases.
• Prepare, compile, and sort information to ensure data integrity before entering it into systems.
• Maintain organized records of data for easy access and reporting purposes .
• Update existing data, correct errors, and ensure completeness of information.

2. Data Verification & Quality Check

• Verify and cross-check information for accuracy, duplication, and inconsistencies .
• Validate data received from different departments or external sources.
• Flag and report discrepancies to supervisors for necessary corrections.
• Ensure data quality standards are followed at all times.

3. Document Handling & Filing

• Maintain digital and physical records of invoices, receipts, contracts, reports, and employee data.
• Scan, organize, and upload documents into the company database.
• Ensure proper labeling and storage of files for quick retrieval.

4. Reporting & Coordination

• Prepare daily, weekly, and monthly data reports as required by management.
• Work closely with accounts, HR, sales, and operations teams to provide updated data support.
• Assist in creating summaries, presentations, and dashboards for internal use.
• Coordinate with vendors, clients, or departments to collect missing information.

5. Software & Tool Usage

• Operate data management software, spreadsheets, and ERP tools effectively.
• Use MS Office tools like Excel, Word, PowerPoint, and Outlook for data entry and reporting.
• Handle CRM systems, inventory software, or company-specific applications as needed.

6. Confidentiality & Security

• Maintain strict confidentiality of sensitive company and customer data .
• Ensure that company guidelines on data privacy and security are always followed.
• Report any data breaches or security concerns immediately to supervisors.

Required Skills

Technical Skills

• Typing Speed & Accuracy: Minimum 30 40 words per minute with high accuracy.
• Computer Proficiency: Knowledge of MS Office Suite (Excel, Word, Outlook, PowerPoint).
• Familiarity with data entry software, ERP systems, CRM tools, and inventory management systems .
• Understanding of basic database structures and data organization techniques.