Job Summary

The Data Entry & Records Assistant will support the organization by accurately capturing, updating, organizing, and maintaining business information and records. The role requires a high level of attention to detail, good computer skills, confidentiality, and the ability to work efficiently while meeting deadlines.

The position may also provide basic administrative support related to documentation, filing, record keeping, reporting, and data verification

Key Responsibilities

1. Data Entry & Management

• Accurately enter information into company databases, spreadsheets, systems, and other data management platforms.
• Update existing records and ensure information remains current and accurate.
• Review data for completeness, accuracy, and consistency before submission.
• Identify and correct data entry errors and discrepancies.
• Transfer information from physical documents, emails, forms and other sources into the appropriate systems.
• Maintain organized electronic and physical records where required.

2. Data Verification & Quality Control

• Cross-check entered information against original documents and source records.
• Identify missing, duplicate, or inconsistent information and escalate issues where necessary.
• Conduct regular checks to ensure databases and spreadsheets are accurate and up to date.
• Maintain high standards of accuracy and attention to detail.

3. Records & Document Management

• Organize and maintain company records and documentation.
• File documents systematically for easy retrieval.
• Assist with scanning, printing, copying, and digitizing documents.
• Ensure records are stored securely and confidentially.
• Support the retrieval of documents and information when requested.

4. Reporting & Administrative Support

• Prepare basic data summaries, spreadsheets, and reports as required.
• Assist in compiling information for management reports.
• Maintain trackers and schedules for relevant business activities.
• Support other routine administrative tasks assigned by the supervisor.

5. Confidentiality & Compliance

• Maintain strict confidentiality when handling company, employee, customer, financial or operational information.
• Follow company procedures relating to data handling, document management and information security.
• Ensure data is not disclosed or shared with unauthorized persons.

Key Performance Indicators (KPIs)

Performance in this role may be assessed based on:

• Data accuracy: Minimal errors in entered and updated information.
• Timeliness: Completion of assigned data entry tasks within agreed deadlines.
• Data completeness: Records are properly captured and maintained.
• Document organization: Records are systematically filed and easily retrievable.
• Productivity: Ability to handle assigned volumes of data efficiently.
• Confidentiality: Proper handling and protection of company information.
• Reporting: Timely and accurate preparation of assigned reports and trackers.

Qualifications & Experience

• Diploma or Certificate in Business Administration, Information Technology, Records Management, Secretarial Studies, or a related field.
• Previous experience in data entry, administration, records management, or a similar role is an added advantage.
• Strong computer literacy and good working knowledge of Microsoft Office, particularly Excel and Word.
• Experience working with databases or business management systems is an added advantage.
• Good typing skills with a strong focus on accuracy.

Skills & Competencies

• Excellent attention to detail.
• High level of accuracy and consistency.
• Good typing and data entry skills.
• Good Microsoft Excel and Word skills.
• Strong organizational and record-keeping skills.
• Ability to work with repetitive tasks while maintaining accuracy.
• Good time management and ability to meet deadlines.
• Ability to identify errors and discrepancies.
• Good communication skills.
• Ability to work independently and as part of a team.
• High level of integrity and confidentiality.
• Willingness to learn new systems and processes.

Personal Attributes

The ideal candidate should be:

• Detail-oriented and meticulous.
• Reliable and dependable.
• Organized and systematic.
• Patient and focused.
• Proactive and willing to learn.
• Trustworthy and discreet.
• Able to work under minimal supervision.

Working Relationships

The Data Entry & Records Assistant will work closely with relevant departments to collect, verify, update and maintain information and will liaise with the supervisor and other staff members to resolve data discrepancies and ensure timely completion of assigned tasks.

• Accurately enter information into company databases, spreadsheets, systems, and other data management platforms.
• Update existing records and ensure information remains current and accurate.
• Review data for completeness, accuracy, and consistency before submission.
• Identify and correct data entry errors and discrepancies.
• Transfer information from physical documents, emails, forms and other sources into the appropriate systems.
• Maintain organized electronic and physical records where required.
• Cross-check entered information against original documents and source records.
• Identify missing, duplicate, or inconsistent information and escalate issues where necessary.
• Conduct regular checks to ensure databases and spreadsheets are accurate and up to date.
• Maintain high standards of accuracy and attention to detail.
• Organize and maintain company records and documentation.
• File documents systematically for easy retrieval.
• Assist with scanning, printing, copying, and digitizing documents.
• Ensure records are stored securely and confidentially.
• Support the retrieval of documents and information when requested.
• Prepare basic data summaries, spreadsheets, and reports as required.
• Assist in compiling information for management reports.
• Maintain trackers and schedules for relevant business activities.
• Support other routine administrative tasks assigned by the supervisor.
• Maintain strict confidentiality when handling company, employee, customer, financial or operational information.
• Follow company procedures relating to data handling, document management and information security.
• Ensure data is not disclosed or shared with unauthorized persons.

• Excellent attention to detail.
• High level of accuracy and consistency.
• Good typing and data entry skills.
• Good Microsoft Excel and Word skills.
• Strong organizational and record-keeping skills.
• Ability to work with repetitive tasks while maintaining accuracy.
• Good time management and ability to meet deadlines.
• Ability to identify errors and discrepancies.
• Good communication skills.
• Ability to work independently and as part of a team.
• High level of integrity and confidentiality.
• Willingness to learn new systems and processes.

• Diploma or Certificate in Business Administration, Information Technology, Records Management, Secretarial Studies, or a related field.
• Previous experience in data entry, administration, records management, or a similar role is an added advantage.
• Strong computer literacy and good working knowledge of Microsoft Office, particularly Excel and Word.
• Experience working with databases or business management systems is an added advantage.
• Good typing skills with a strong focus on accuracy.