The Data Entry & Documentation Specialist provides critical data-entry, documentation, and administrative support across cross-functional teams. This role is responsible for accurately entering and maintaining test-related information, preparing documentation, coordinating task scheduling, and following up on open items to ensure work is completed accurately, efficiently, and on time.
Using internal systems and Microsoft Excel, the Data Entry & Documentation Specialist will transfer, organize, review, and maintain data across multiple platforms while supporting laboratory, testing, and operations teams.
Key Responsibilities
1. Data Entry & System Management
- Enter test details, task information, and scheduling data accurately across multiple internal systems.
- Transfer and maintain information across multiple software platforms and databases.
- Set up evaluation reports to ensure test and service results can be properly recorded.
- Review data for accuracy, completeness, consistency, and proper formatting.
- Assist with identifying and resolving discrepancies between systems or documentation.
- Communicate system errors, data issues, and other concerns promptly to the appropriate teams.
2. Test Documentation & Records Management
- Generate test documentation electronically and in print for operations and other internal teams.
- Organize and maintain test documentation in both electronic and physical filing systems.
- Ensure documentation is complete, accurate, organized, and readily accessible.
- Maintain records according to company procedures and documentation standards.
- Review documentation for missing, inconsistent, or inaccurate information and coordinate corrections as needed.
3. Task Scheduling & Follow-Up
- Enter and maintain task and scheduling information in internal systems.
- Monitor open items and outstanding tasks.
- Follow up with appropriate team members to help ensure tasks and documentation are completed on time.
- Track outstanding issues and communicate delays or concerns to the appropriate personnel.
- Assist with coordinating information between laboratory, testing, operations, and other cross-functional teams.
4. Data Quality & Issue Resolution
- Identify discrepancies, missing information, data-entry errors, and inconsistencies.
- Investigate and assist with resolving discrepancies between systems or source documentation.
- Identify and document software issues, system errors, and data-related problems.
- Communicate issues clearly and promptly to the appropriate team members.
- Verify that corrections have been completed accurately.
- Maintain a high level of accuracy when performing repetitive data-entry and documentation tasks.
5. General Administrative & Team Support
- Provide data-entry and administrative support to laboratory, testing, operations, and other internal teams.
- Assist cross-functional teams with additional documentation and administrative tasks as needed.
- Maintain organized records and files.
- Follow established company procedures and workflows.
- Handle company information and documentation professionally and confidentially.
- Perform other data-entry, documentation, and administrative duties as assigned.
Required Skills & Qualifications
The ideal candidate will have:
- High school diploma or GED.
- Demonstrated experience with data entry, preferably using Microsoft Excel and other business or management software systems.
- Strong attention to detail and a high degree of accuracy.
- Excellent written and verbal English communication skills.
- Strong organizational and time-management skills.
- Ability to prioritize multiple tasks and meet deadlines.
- Ability to work independently while also collaborating effectively with cross-functional teams.
- Ability to perform repetitive data-entry tasks while maintaining a consistently high level of accuracy.
- Strong follow-through and the ability to monitor and complete outstanding tasks.
Desired Skills & Experience
Preferred qualifications include:
- Advanced proficiency in Microsoft Excel, including the ability to create pivot tables and use formulas and other data-analysis functions.
- Experience with software or beta testing.
- Ability to identify, document, and clearly communicate software issues, errors, and bugs.
- Experience working with multiple software systems or databases.
- Familiarity with laboratory, testing, manufacturing, or technical environments.
- Experience working with structured data, technical documentation, or testing records.
What We Offer
- A proven track record of success and stability.
- Excellent compensation package, including a year-end bonus and company-funded retirement plan.
- Comprehensive benefits, including Health, Vision, Dental, Disability, and Life Insurance.
- Generous Paid Time Off and company holidays.
- A fun, friendly, and collaborative working environment.
