Data Entry Specialist

Job Summary:

The Data Entry Specialist is responsible for the accurate and timely entry, maintenance, and validation of product, inventory, and order data within the company's Odoo ERP system, and provides hands-on support for day-to-day logistics, supplies procurement, and supplies inventory.

This role ensures that records for refurbished electronic devices and components — including products, variants, serial/lot numbers, and stock movements — are complete, consistent, and reliable, while helping keep shipments moving and warehouse supplies stocked.

While the Data Entry Specialist does not supervise staff, they serve as a key resource for data quality and operational support, working closely with the receiving, inventory, QA, shipping, and sales teams to keep records clean, orders flowing, and operations running smoothly across the warehouse and sales channels.

Essential Duties, Functions and Responsibilities:

• Data Entry & Record Management: Accurately enter and update product, inventory, and order information in Odoo — including products, variants, serial/lot numbers, and related fields. Create and maintain product records with correct attributes (grade, storage, RAM, processor, network, color) following established naming and SKU conventions. Perform high-volume data entry with speed and accuracy while minimizing errors, and prepare, import, and export data using spreadsheets and Odoo's import tools, verifying field mapping and formatting before each upload.

• Data Quality & Accuracy: Review entered data for completeness, consistency, and accuracy against source documents such as purchase orders, packing lists, and device records. Identify and correct data discrepancies, duplicate records, and missing information, escalating complex issues to the appropriate lead. Uphold data standards and conventions established by management to maintain catalog and inventory integrity.

• Inventory & Documentation Support: Record stock receipts, adjustments, and movements in Odoo accurately and within required timeframes. Assist with cycle counts, inventory reconciliations, and audit support by retrieving and verifying records in Odoo, and maintain organized records of completed data entry tasks and supporting source documentation.

• Logistics & Shipment Handling: Coordinate inbound and outbound shipments, including scheduling carrier pickups and preparing required shipping and customs documentation. Enter and maintain shipment, carrier, and tracking information in Odoo and related shipping platforms (e.g., ShipStation), generate shipping labels, and verify the accuracy of addresses, weights, and package contents before dispatch. Monitor shipment status, reconcile tracking numbers against orders, follow up on delayed, lost, or exception shipments, and match carrier invoices and freight charges against shipments, flagging discrepancies to the appropriate lead.

• Supplies Procurement: Order packaging materials, shipping consumables, and warehouse supplies to maintain adequate stock for daily operations. Create and track purchase orders for supplies in Odoo and follow up with vendors on order status, lead times, and deliveries. Obtain and compare vendor quotes for routine purchases, escalating larger or non-standard orders to management for approval, and maintain accurate vendor and supply records, including pricing, reorder information, and contacts.

• Supplies Inventory Management: Track on-hand quantities of packaging, shipping, and warehouse supplies and maintain accurate counts in Odoo. Monitor reorder points and initiate replenishment before supplies run low to avoid operational disruptions. Record supply receipts and usage, perform periodic counts to keep supply inventory accurate, and organize and label supply storage areas to support efficient stocking and retrieval.

• Process Improvement Participation: Provide feedback on data entry workflows, recurring errors, and areas for improvement. Assist in implementing SOPs and best practices for data entry and record management, and suggest ways to streamline repetitive tasks and improve overall data accuracy and efficiency.

• Cross-Department Collaboration: Communicate effectively with receiving, inventory, QA, shipping, and sales teams to ensure data reflects actual stock and order status. Respond to requests for data lookups, corrections, and updates from other departments in a timely manner, and report issues impacting data accuracy, deadlines, or workflow to the appropriate lead.

• Report to the Operations Lead.

Competencies/Skills/Abilities:

Technical & Functional Expertise:

• ERP & Spreadsheets: Proficiency with ERP systems (Odoo preferred) and Microsoft Excel or Google Sheets.

• Data Entry Speed & Accuracy: Fast and accurate typing and data entry skills.

• Shipping & Logistics Knowledge: Working knowledge of shipping and carrier processes and the documentation required for inbound/outbound shipments.

• Purchasing & Vendor Coordination: Basic purchasing and vendor coordination skills, with the ability to track orders and follow up on deliveries.

• Adaptability with Tools: Comfort learning new software tools and following structured data entry procedures.

Organization & Quality:

• Attention to Detail: High attention to detail with a strong commitment to accuracy.

• Organization & Time Management: Strong organizational and time-management skills with the ability to meet deadlines.

• Focus Under Repetition: Ability to handle repetitive tasks while maintaining focus and quality.

Analytical & Problem-Solving:

• Discrepancy Resolution: Analytical and problem-solving skills for identifying and resolving data discrepancies.

Communication & Work Style:

• Communication: Good verbal and written communication skills.

• Composure in a Fast-Paced Environment: Ability to function well in a fast-paced and sometimes stressful environment.

Required Education and Experience:

Required:

• High school diploma or equivalent.

• Minimum 1–2 years of data entry, administrative, or related experience.

• Proficiency with ERP systems and spreadsheet software (Excel or Google Sheets).

• Demonstrated accuracy and speed in high-volume data entry.

Preferred:

• Hands-on experience with Odoo ERP (Inventory, Sales, or Purchasing modules).

• Experience working with product catalogs, SKUs, or inventory data.

• Familiarity with refurbished or consumer electronics products.

• Experience with bulk data imports/exports or data cleanup projects.

• Experience coordinating shipments or working with carriers (e.g., FedEx, DHL) and shipping platforms such as ShipStation.

• Experience with purchasing/procurement or managing packaging and warehouse supplies.

Work Environment:

• Work is performed indoors in a climate-controlled office and warehouse environment, with little to no exposure to extreme environmental conditions or job hazards.

Physical Work Conditions:

This position has the following body position requirements –

Travel Required: No

Additional Eligibility Requirements:

None.

Work Authorization/Security Clearance Requirements:

Must be legally authorized to work in the United States.

Supervisory Responsibilities:

• None. This position has no direct reports.

Refreshed Tech is an equal opportunity employer.