Akwaaba Group

Position Title: Data Entry Specialist
Department: Administration / Operations / Data Management
Reports To: Administrative Manager
Employment Type: Full-Time
Work type: Remote
POSITION SUMMARY
The Data Entry Specialist is responsible for accurately entering, updating, maintaining, verifying, and organizing company information and records across internal systems, databases, spreadsheets, platforms, and other digital tools. The successful candidate will ensure that business data is captured accurately, consistently, securely, and within established deadlines. The role requires excellent attention to detail, strong organizational skills, computer proficiency, and the ability to work efficiently with large volumes of information. The Data Entry Specialist may handle customer records, supplier information, product data, financial records, inventory information, employee records, transaction data, orders, invoices, reports, and other operational information depending on the assigned department. The position plays an important role in maintaining the integrity and reliability of company data and supporting efficient day-to-day business operations.
<ol start="2">
<li>KEY RESPONSIBILITIES</li>
</ol>
A. Data Entry and Management
<ul>
<li>Accurately enter data from physical documents, emails, forms, spreadsheets, websites, and other sources into company systems.</li>
<li>Input customer, supplier, employee, product, transaction, inventory, order, and operational information into designated databases.</li>
<li>Update existing records promptly whenever information changes.</li>
<li>Maintain accurate and complete digital records.</li>
<li>Process large volumes of information while maintaining a high level of accuracy.</li>
<li>Ensure all mandatory data fields are completed correctly.</li>
<li>Follow established data-entry procedures, formats, naming conventions, and documentation standards.</li>
<li>Organize and maintain electronic files and databases for easy retrieval.</li>
</ul>
B. Data Verification and Quality Control
<ul>
<li>Review information before and after entry to identify errors, omissions, inconsistencies, or duplicate records.</li>
<li>Cross-check data against source documents and authorized systems.</li>
<li>Correct inaccurate or incomplete information promptly.</li>
<li>Identify duplicate customer, supplier, product, employee, or transaction records.</li>
<li>Conduct regular data-cleaning activities.</li>
<li>Report recurring data-quality problems to the appropriate supervisor.</li>
<li>Ensure data meets established company quality standards.</li>
<li>Maintain accurate records of corrections and updates where required.</li>
</ul>
C. Database and System Administration
<ul>
<li>Maintain assigned databases and internal information systems.</li>
<li>Update records across multiple systems where required.</li>
<li>Ensure information entered into different platforms remains consistent.</li>
<li>Assist with database migration, data uploads, and system updates.</li>
<li>Support the creation and maintenance of spreadsheets and tracking databases.</li>
<li>Maintain organized digital folders and document repositories.</li>
<li>Assist with importing and exporting data in approved formats.</li>
<li>Follow system-specific procedures and access controls.</li>
</ul>
D. Document Processing
<ul>
<li>Process invoices, receipts, purchase orders, delivery documents, contracts, applications, forms, reports, and other business documents.</li>
<li>Convert information from paper or digital documents into structured electronic records.</li>
<li>Scan, upload, categorize, rename, and archive documents.</li>
<li>Ensure documents are stored in the correct locations and formats.</li>
<li>Maintain proper document version control where applicable.</li>
<li>Retrieve records and documents when requested by authorized personnel.</li>
</ul>
E. E-Commerce and Product Data
Where applicable, the Data Entry Specialist may be responsible for:
<ul>
<li>Uploading and maintaining product information on e-commerce platforms.</li>
<li>Entering product names, descriptions, SKUs, prices, categories, specifications, and inventory information.</li>
<li>Updating product availability and pricing.</li>
<li>Uploading product images and related documentation.</li>
<li>Checking product listings for accuracy and completeness.</li>
<li>Maintaining consistency between inventory systems and online marketplaces.</li>
<li>Updating product information across multiple sales channels.</li>
</ul>
F. Customer and Order Data
<ul>
<li>Enter and update customer information accurately.</li>
<li>Process customer orders and related information.</li>
<li>Maintain order records and transaction references.</li>
<li>Update order statuses within authorized systems.</li>
<li>Verify customer information before processing transactions or requests.</li>
<li>Assist customer service and operations teams by providing accurate records.</li>
<li>Maintain confidentiality of customer information.</li>
</ul>
G. Financial and Administrative Data
Where assigned, the employee may:
<ul>
<li>Enter invoice and payment information.</li>
<li>Maintain expense records.</li>
<li>Enter purchase and sales information.</li>
<li>Update financial tracking spreadsheets.</li>
<li>Assist with reconciliation of administrative records.</li>
<li>Maintain supporting documentation for financial transactions.</li>
<li>Flag discrepancies for review by the Finance or Operations team.</li>
</ul>
The employee must not independently approve financial transactions unless specifically authorized.
H. Reporting and Administrative Support
<ul>
<li>Prepare daily, weekly, and monthly data-entry reports.</li>
<li>Generate basic operational reports from company databases and spreadsheets.</li>
<li>Track completed assignments and outstanding records.</li>
<li>Maintain data-entry logs where required.</li>
<li>Assist managers with data collection and reporting.</li>
<li>Prepare spreadsheets and summaries for internal use.</li>
<li>Support administrative and operational projects requiring data processing.</li>
</ul>
I. Data Security and Confidentiality
<ul>
<li>Maintain strict confidentiality of company, customer, employee, supplier, and financial information.</li>
<li>Follow company data-protection and information-security policies.</li>
<li>Never disclose confidential information to unauthorized individuals.</li>
<li>Use company systems and accounts only for authorized business purposes.</li>
<li>Protect passwords, access credentials, files, and company information.</li>
<li>Report suspected unauthorized access, data loss, or security incidents immediately.</li>
<li>Follow applicable privacy and data-protection requirements.</li>
</ul>
<ol start="3">
<li>DAILY ACTIVITIES</li>
</ol>
The Data Entry Specialist may be expected to:
<ul>
<li>Review assigned data-entry tasks.</li>
<li>Collect information from approved sources.</li>
<li>Enter information into the appropriate system.</li>
<li>Verify entered information against source documents.</li>
<li>Correct errors and inconsistencies.</li>
<li>Update existing records.</li>
<li>Identify duplicate or incomplete records.</li>
<li>Organize and archive supporting documents.</li>
<li>Complete assigned spreadsheets and reports.</li>
<li>Provide status updates to the supervisor.</li>
<li>Escalate discrepancies or unusual records.</li>
<li>Complete all assigned work within established deadlines.</li>
</ul>
<ol start="4">
<li>REQUIRED QUALIFICATIONS</li>
</ol>
Education
<ul>
<li>High school diploma or equivalent required.</li>
<li>Diploma, certificate, or degree in Business Administration, Information Technology, Accounting, Data Management, Office Administration, or a related field is an advantage.</li>
</ul>
Experience
<ul>
<li>Previous experience in data entry, administration, office support, customer service, operations, e-commerce, finance administration, or a similar role is preferred.</li>
<li>Experience handling large volumes of data is an advantage.</li>
<li>Experience using databases, spreadsheets, ERP systems, CRM systems, or e-commerce platforms is desirable.</li>
</ul>
<ol start="5">
<li>TECHNICAL SKILLS</li>
</ol>
The candidate should have strong working knowledge of:
<ul>
<li>Microsoft Excel</li>
<li>Microsoft Word</li>
<li>Google Sheets</li>
<li>Google Docs</li>
<li>Email and calendar applications</li>
<li>Data-entry software</li>
<li>Database management systems</li>
<li>CRM platforms</li>
<li>ERP systems</li>
<li>Cloud storage systems</li>
<li>E-commerce platforms, where applicable</li>
</ul>
Excel Skills
The candidate should ideally be comfortable with:
<ul>
<li>Data formatting</li>
<li>Sorting and filtering</li>
<li>Basic formulas</li>
<li>Data validation</li>
<li>Duplicate identification</li>
<li>Spreadsheet organization</li>
<li>Basic reporting</li>
<li>Lookup functions such as VLOOKUP/XLOOKUP</li>
<li>Pivot tables, preferably</li>
<li>Basic data-cleaning techniques</li>
</ul>
DATA PROTECTION AND CONFIDENTIALITY
The employee will have access to company information that may include confidential business, customer, supplier, employee, financial, operational, and commercial information.
The employee must:
<ul>
<li>Keep all company information confidential.</li>
<li>Access information only when required for assigned duties.</li>
<li>Never copy, distribute, sell, or disclose company data without authorization.</li>
<li>Follow company data-protection policies.</li>
<li>Use secure passwords and authorized systems.</li>
<li>Lock or secure devices when unattended.</li>
<li>Report suspected data breaches immediately.</li>
<li>Return or delete company information when instructed or upon termination of employment, subject to company retention requirements.</li>
</ul>
Any unauthorized disclosure, manipulation, destruction, or misuse of company data may result in disciplinary action up to and including termination, subject to applicable law.
EXPERIENCE IN THE FOLLOWING INDUSTRIES IS AN ADVANTAGE
Experience in any of the following sectors will be considered an advantage:
<ul>
<li>E-commerce</li>
<li>Logistics and transportation</li>
<li>Retail</li>
<li>Marketplace platforms</li>
</ul>
Pay: Php13,019.91 - Php24,541.20 per month
Work Location: Remote

Data Entry Specialist

Data Entry Specialist

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