Data Entry Specialist

Position Summary

We are looking for a detail-oriented Data Entry Specialist to support the accurate management and maintenance of project and accounting data across internal business systems.

The role will focus on entering, updating, and validating large volumes of project-related information in a customized Airtable-based ERP system, as well as providing basic data entry support in Xero. This position is critical in ensuring that product, pricing, costing, procurement, and project information remains accurate, complete, and properly organized. The ideal candidate is careful, highly accurate, comfortable working with spreadsheets and structured data, and proactive in asking questions when information is unclear. Accuracy, consistency, and attention to detail are more important than speed for this role.

Job Details

• Work Setup: Work from home
• Schedule: Monday to Friday, 9:00 AM to 6:00 PM (Manila and China time)
• Holidays: China holidays, with some flexibility for major Philippine holidays as needed

Responsibilities

• Input, update, and maintain large volumes of project data in a customized Airtable based ERP system.
• Transfer structured data from Excel or Google Sheets into Airtable grids accurately and consistently.
• Enter product and project details such as item descriptions, quantities, dimensions, finishes, specifications, pricing, costing, and other relevant information.
• Upload and manage associated product images, finish references, specifications, and other supporting files in the database.
• Ensure all data fields are complete, consistent, and properly formatted before submission or system update.
• Provide basic data entry support in Xero, including invoice information, purchase order details, and other accounting-related data.
• Process ongoing project updates, including item additions, item removals, quantity changes, specification updates, and client requested modifications.
• Follow structured workflows for handling approved changes before updating internal systems.
• Review source files carefully and flag missing, inconsistent, or unclear information before proceeding.
• Maintain a high level of accuracy to prevent downstream issues in pricing, costing, invoicing, procurement, and project management.
• Coordinate with the client’s finance and operations contacts to clarify information and ensure data alignment.
• Support data checking and validation processes to reduce errors and improve system accuracy.

Qualifications

• Previous experience in data entry, data processing, database management, administrative support, or a similar role.
• Strong attention to detail and a high level of accuracy when handling numerical and text-based information.
• Proficiency in Microsoft Excel or Google Sheets.
• Comfortable working with large datasets containing multiple fields, attributes, and supporting documents.
• Able to follow structured processes and adapt to evolving workflows.
• Strong organizational and time management skills.
• Comfortable handling repetitive tasks while maintaining focus and consistency.
• Able to review information carefully and identify possible errors, gaps, or inconsistencies.
• Good communication skills and willingness to ask questions when instructions or source data are unclear.

Nice to Have

• Experience with Airtable, ERP systems, CRM systems, project databases, procurement data, product data, or Xero is an advantage, but not required.
• Understanding of how data impacts downstream processes such as pricing, inventory, and invoicing