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Key Responsibilities and Required Skills for Data Entry Coordinator

💰 $ - $

Data EntryAdministrationOperationsData Management

🎯 Role Definition

The Data Entry Coordinator is responsible for accurately capturing, validating, and maintaining large volumes of operational and customer data across multiple systems (CRM, ERP, spreadsheets, and databases). This role ensures data integrity, supports business reporting and operational workflows, enforces data governance policies, and partners with cross-functional teams to improve data processes and efficiency. Ideal candidates demonstrate high attention to detail, strong technical proficiency in data tools, and the ability to prioritize competing data tasks in a fast-paced environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Data Entry Clerk / Data Processor
  • Administrative Assistant or Office Coordinator
  • Customer Service Representative with data responsibilities

Advancement To:

  • Senior Data Coordinator / Data Operations Lead
  • Data Analyst or Business Intelligence Analyst
  • Data Quality Manager or Data Governance Specialist

Lateral Moves:

  • CRM Specialist or Database Administrator (junior)
  • Quality Assurance Analyst (data-focused)
  • Operations Coordinator

Core Responsibilities

Primary Functions

  • Accurately input, update, and maintain high volumes of customer, product, order, and transactional data across CRM, ERP, and proprietary systems, adhering to standardized naming conventions, formats, and data-entry protocols to maintain data accuracy and consistency.
  • Perform systematic data verification and validation by cross-referencing source documents, digital files, and third-party feeds; identify and resolve discrepancies through root-cause analysis and documented correction processes.
  • Execute regular data cleansing routines, including deduplication, normalization, standardization, and enrichment of records to improve database hygiene and downstream reporting quality.
  • Manage and prioritize daily data ingestion tasks, batch uploads, and scheduled imports using automated tools, CSV/XLS processing, and API-assisted transfers while monitoring for errors and logging exceptions.
  • Prepare, transform, and map source data to standardized schemas and templates used by business intelligence and reporting teams; maintain detailed data mapping documentation and lineage records.
  • Generate and distribute routine and ad-hoc data reports, exports, and summaries to stakeholders (sales, marketing, operations) while ensuring sensitive information is handled according to data protection policies.
  • Monitor and maintain data-entry performance SLAs, meet productivity targets (entries/hour and accuracy thresholds), and participate in continuous improvement initiatives to increase throughput without sacrificing quality.
  • Enforce data governance guidelines by applying validation rules, mandatory field checks, business-rule logic, and compliance controls to reduce operational risk and support audit readiness.
  • Coordinate with IT and database administrators to escalate system-related issues, validate fixes, and test updates in sandbox environments prior to production deployment.
  • Implement and maintain OCR, scanning, and document capture workflows for paper-based inputs, ensuring high-fidelity transcription and proper archival of source documents.
  • Conduct periodic reconciliation between transactional systems (inventory, billing, orders) to detect mismatches and partner with operations to correct upstream issues and prevent recurrence.
  • Build and maintain searchable documentation, SOPs, and training materials for data-entry processes, templates, and quality-check procedures to promote consistent team execution.
  • Onboard, train, and mentor junior data entry staff and temporary resources, providing feedback on accuracy, speed, and adherence to best practices.
  • Configure and manage user permissions and role-based access within data platforms to ensure appropriate data visibility and to protect sensitive information.
  • Support data migration and system implementation projects by preparing migration datasets, performing test loads, validating outcomes, and documenting post-migration issues for resolution.
  • Monitor inbound data feeds (email pipelines, SFTP drops, APIs) and coordinate secure ingestion, parsing, and delivery to downstream consumers with clear exception handling and logging.
  • Conduct quality assurance sampling and statistical audits on datasets to measure accuracy, completeness, and timeliness; report KPI trends and recommend corrective actions.
  • Collaborate with business analysts, product owners, and stakeholders to clarify data requirements, define acceptance criteria for datasets, and implement changes to improve data capture logic.
  • Create and maintain templates, macros, and standardized spreadsheets (e.g., Excel, Google Sheets) with formulas, pivot tables, and conditional formatting to streamline repetitive data tasks.
  • Manage customer and vendor data updates, including address validation, contact enrichment, and compliance with opt-in/opt-out requests, ensuring alignment with privacy regulations such as GDPR and CCPA.
  • Troubleshoot and resolve data-related customer inquiries and internal data requests, providing timely responses with documented resolutions and follow-up where necessary.
  • Track and report on key data-entry metrics (accuracy rate, throughput, backlog, error rate), present findings to leadership, and lead initiatives to close performance gaps.
  • Maintain archival, retention, and purge schedules for legacy and inactive records according to organizational policy and legal requirements.
  • Evaluate and recommend automation opportunities (RPA, macros, ETL enhancements) to reduce manual entry and improve data processing efficiency.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist with cross-functional projects that require data staging, sample generation, or test-data preparation.
  • Participate in periodic compliance reviews and provide documentation for internal/external audits.

Required Skills & Competencies

Hard Skills (Technical)

  • Fast, accurate data entry skills with proven productivity metrics (e.g., 60+ WPM or entries/hour) and demonstrated accuracy rates above organizational thresholds.
  • Advanced Microsoft Excel proficiency: VLOOKUP/XLOOKUP, INDEX/MATCH, pivot tables, conditional formatting, macros, and Power Query.
  • Experience with CRM platforms (Salesforce, HubSpot, Microsoft Dynamics) and routine CRM data maintenance tasks.
  • Familiarity with ERP systems and transactional databases (NetSuite, SAP, Oracle, or comparable platforms).
  • Basic SQL skills for querying, filtering, and extracting data from relational databases; ability to create and interpret simple JOINs and aggregations.
  • Knowledge of data validation, cleansing, deduplication techniques, and data quality tooling.
  • Experience with CSV/TSV/JSON processing, mass imports/exports, data mapping, and ETL concepts.
  • Hands-on experience with document capture technologies, OCR tools, and scanned-document workflows.
  • Comfortable using ticketing and collaboration tools (Jira, ServiceNow, Asana, Zendesk) to manage data requests and issue tracking.
  • Understanding of data privacy and security best practices (PII handling, GDPR/CCPA basics) and adherence to compliance requirements.
  • Familiarity with Google Workspace (Sheets, Drive) and ability to build automated spreadsheets and templates.
  • Experience generating operational data reports and dashboards; ability to communicate data findings clearly to non-technical stakeholders.
  • Exposure to basic scripting or automation (Excel VBA, Python scripts for data prep, or RPA bots) is a plus.

Soft Skills

  • Exceptional attention to detail and a commitment to delivering high-quality, error-free data.
  • Strong organizational skills and the ability to manage multiple priorities and deadlines in a high-volume environment.
  • Clear written and verbal communication skills for interacting with stakeholders and documenting processes.
  • Analytical mindset with problem-solving aptitude to identify root causes and implement lasting fixes.
  • Reliability and integrity when handling confidential and sensitive information.
  • Collaborative team player who can work across functions and escalate appropriately.
  • Adaptability to changing business needs, system updates, and evolving data standards.
  • Time management and ability to prioritize urgent requests while maintaining routine tasks.
  • Customer-service orientation for responding to internal/external data inquiries.
  • Initiative and continuous-improvement mindset to propose and implement process optimizations.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate degree or Bachelor's degree in Business Administration, Information Systems, Data Management, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Information Systems / IT
  • Data Management / Data Science (introductory)
  • Library & Information Science
  • Statistics or Mathematics

Experience Requirements

Typical Experience Range:

  • 1–3 years of experience in data entry, data coordination, or administrative data roles.

Preferred:

  • 3+ years of progressive experience in data operations, CRM maintenance, or database administration support, with demonstrable accomplishments in improving data quality, creating documentation, and implementing automation to reduce manual workload.
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