Data Entry Executive

The Data Entry Executive will support the Commercial Procurement team by maintaining accurate and timely procurement, vendor, purchase order, invoice, and financial data in the organisation’s systems. The role requires a strong understanding of basic accounting principles, excellent attention to detail, and the ability to work with large volumes of transactional data.

The individual will work closely with the Procurement, Finance, Accounts Payable, and business teams to ensure procurement-related records are complete, accurate, and up to date.

Key Responsibilities

• Accurately enter and maintain purchase orders, purchase requisitions, invoices, vendor information, pricing, and other procurement-related data in ERP/procurement systems.
• Review procurement documents and verify information such as quantities, prices, supplier details, payment terms, tax/VAT information, and cost centres.
• Support the Procurement team in maintaining accurate records of vendor contracts, quotations, purchase orders, invoices, and supporting documentation.
• Perform basic checks and reconciliation of purchase orders against invoices and supporting documents, highlighting discrepancies to the relevant team.
• Coordinate with Finance and Accounts Payable teams regarding invoice and payment-related queries.
• Assist in maintaining and updating vendor master data, ensuring information is complete and accurate.
• Prepare regular MIS reports, procurement reports, spend reports, and data summaries as required by the Commercial Procurement team.
• Monitor pending transactions, missing documentation, and incomplete purchase orders and follow up with relevant stakeholders.
• Ensure all procurement transactions are recorded within agreed timelines and in accordance with internal processes and approval requirements.
• Maintain proper filing and documentation of procurement and financial records for audit and compliance purposes.
• Support data cleansing and validation exercises to improve the accuracy and reliability of procurement databases.
• Assist the team with extracting data from ERP systems and preparing Excel-based analysis and reports.
• Identify data errors, duplicate entries, inconsistencies, or unusual transactions and escalate them appropriately.
• Maintain confidentiality of commercial, supplier, pricing, and financial information.
• Provide general administrative and data management support to the Commercial Procurement team.

Desired Candidate Profile

• Bachelor’s degree in Accounting, Finance, Commerce, Business Administration, or a related discipline.
• 2–4 years of experience in data entry, accounts, finance operations, procurement administration, or a similar role.
• Candidates with an accounting/finance background will be preferred.
• Good understanding of basic accounting concepts, invoices, purchase orders, VAT, and financial documentation.
• Strong proficiency in MS Excel, including sorting, filtering, lookups, pivot tables, and basic formulas.
• Experience working with ERP/procurement systems such as Oracle, SAP, Microsoft Dynamics, or similar systems is preferred.
• Strong attention to detail and a high degree of accuracy.
• Good numerical and analytical skills.
• Ability to manage high volumes of transactions and meet deadlines.
• Good communication and coordination skills.
• Ability to identify discrepancies and follow through until resolution.
• Strong organisational and documentation skills