Job description · Admin and executive support · Full-time
Data Entry Specialist job description
A data entry specialist moves information into your systems quickly and accurately: orders, leads, invoices, catalog details, and records. Clean data is the foundation for reporting, automation, and good decisions.
Responsibilities
- Enter and update records in the CRM, ERP, or spreadsheets from source documents
- Check new data against source files and correct mismatches
- Deduplicate, standardize, and clean existing records
- Convert PDFs, scans, and forms into structured data
- Maintain data dictionaries and entry rules
- Flag recurring errors upstream so they stop at the source
- Produce simple accuracy and volume reports
Requirements
- Fast, accurate typing with a strong eye for detail
- Solid spreadsheet skills: filters, lookups, text functions, and validation
- Patience with repetitive work and steady quality over a full day
- Comfortable learning new databases and entry screens
- Good written English for notes and questions
- Respects data privacy rules
Tools
- Google Sheets or Excel
- HubSpot, Salesforce, or another CRM
- Airtable
- PDF and OCR tools
What success looks like after 90 days
- Entry backlog cleared and kept current daily
- Duplicate and incomplete records reduced to a short exception list
- Written entry rules any new team member can follow
Screening questions
Ask these before you book an interview.
- What is your typing speed and accuracy?
- Which databases or CRMs have you entered data into?
- How do you check your own entries for errors?
- This is a full-time role working set hours each business day. Can you commit to that schedule?
Interview questions
- Here are 20 sample records with mistakes. How would you find them fastest?
- Tell me about a data cleanup project you finished. How big was it?
- Which spreadsheet functions do you use most, and for what?
- What do you do when the source document is unclear?
- How do you stay accurate in the last hour of the day?
Hiring tip
Score a short timed test on accuracy first and speed second. Fixing bad data later costs far more than entering it a little slower.
Data Entry Specialist hiring FAQ
What does a Data Entry Specialist do?
A data entry specialist moves information into your systems quickly and accurately: orders, leads, invoices, catalog details, and records. Clean data is the foundation for reporting, automation, and good decisions. Day to day, the role covers work such as: enter and update records in the CRM, ERP, or spreadsheets from source documents, check new data against source files and correct mismatches, and deduplicate, standardize, and clean existing records.
How much does it cost to hire a full-time Data Entry Specialist from the Philippines?
We place a full-time Data Entry Specialist from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund. The price is a flat monthly rate for a dedicated full-time hire.
What skills should a Data Entry Specialist have?
Look for: fast, accurate typing with a strong eye for detail, solid spreadsheet skills: filters, lookups, text functions, and validation, patience with repetitive work and steady quality over a full day, and comfortable learning new databases and entry screens. Common tools include Google Sheets or Excel, HubSpot, Salesforce, or another CRM, Airtable, and PDF and OCR tools.
What should a Data Entry Specialist achieve in the first 90 days?
Entry backlog cleared and kept current daily, duplicate and incomplete records reduced to a short exception list, and written entry rules any new team member can follow.
Can I copy and edit this Data Entry Specialist job description?
Yes. Copy it with one click, edit it for your business, and post it anywhere. For a version built from your own task list, open it in our free job description generator, or book a strategy call and we will find the hire for you.
Want us to find your Data Entry Specialist?
We place a full-time Data Entry Specialist from the Philippines for $1,800 a month. Every candidate passes our top 2% vetting, starts within 14 days, and comes with a 1-week trial backed by a replacement or refund.