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This Guide Will Help You Hire the Perfect Data Entry Specialist

Feeling overwhelmed with encoding all those documents? You may want to add a data entry specialist to your team. Learn more about them in this guide.
As your business expands, so does the information you collect. Employee details, client data, financial statements—you get the drift. ‍To say it’s a struggle keeping your databases updated while juggling your growing company is an understatement.

But there’s a way to meet your business goals AND manage your data at the same time. And that’s by hiring a data entry specialist.

What is a data entry specialist?

Data entry specialists are part of a company’s admin team. They’re in charge of encoding, updating, and managing data like client information, employee records, and company accounts. You know, important yet clerical stuff.

This makes them integral members of your team, even if they work in the background.  

What does a data entry clerk do?

Copying data from one source to another is easier said than done, especially when there are a ton of things to sift through. And that’s not all data entry specialists do.

To give you an idea of what a data entry specialist job description looks like, here’s a list of their common responsibilities:

Collect and digitize data

Data entry specialists take information that people fill out on online forms— names, phone numbers, and email addresses—and compile them in one database. This is especially helpful if you’re using a client relationship management (CRM) tool to automate your sales and marketing processes.

They can also gather responses from surveys you send to clients or other employees, add them to an Excel sheet, and present the results to you. Plus, data entry specialists can work on digitizing old yet relevant documents you can’t get rid of yet.

Transcribe audio or video files

This is similar to the task above, only it takes a lot more time and some excellent listening skills. Your data entry specialist will need to listen to a recording, type what they hear onto a document, and review the text for any spelling mistakes.


Format documents

This part of the data entry specialist job description is more technical than just typing info to a Word doc. If you decide to let your data entry clerk handle this, make sure they know how to layout documents. They need to have prior experience so that they can format stuff quickly and precisely.


Organize files

A data entry specialist organizes files

Since your data entry clerk knows your company’s files like the back of their hand, there’s no better person to organize your files.

You can count on them to arrange records according to your SOPs and keep them up-to-date. They’ll add new client details, archive outdated information, and see to it that every file has its place. This goes for both hard and soft copies of your documents.  

Double-check for errors

Even the most eagle-eyed data entry clerk can miss a detail or two. That’s why a good one reviews what they’ve entered and makes the necessary corrections. If you happen to spot any inconsistencies, you can let them know so that they can resolve them right away.

These issues include:

  • Double entries
  • Wrong company or client names
  • A typo on a contact number
  • Extra items that a customer didn’t order

Back up files

What’s neat about digital files is that you can look up whatever name, address, or document you need with a few commands.

What’s not so awesome?

You can accidentally delete them with just a few commands, too. Or, you may unknowingly download a virus that compromises all your most confidential documents. These happen more often than you think—29% of data loss cases happen by accident, while 1 in 10 computers fall victim to viruses every month, according to World Backup Day.  

Now you see why it’s crucial to back up your files regularly?

Luckily, you don’t have to do this yourself when you hire a data entry specialist. Just instruct them to back up the database whenever they update any information, and you can avoid the headache of losing a file for good.  

Who needs remote data entry specialists?

Data is a tool you can use to propel your business to success—if it’s authentic and properly formatted. If it’s not, you may end up making wrong decisions and losing money.  

But data entry is painstaking work. It requires loads of patience and concentration, which the right data entry specialist has in spades. You can really use their help if you’re in these industries:

  • Information technology
  • Ecommerce
  • Accounting
  • Freight forwarding
  • Any data-heavy business, basically

What are the benefits of hiring data entry specialists?

A data entry specialist works on organizing files

You’ll have an easier time finding the files you need

Organizing files can take a backseat when you’re busy gearing up for a new launch or focusing on other aspects of your business. The result? You’ll be scrambling to locate anything.

By hiring a data entry specialist, you won’t have to go through documents one by one just to find a specific piece of information. They’ll organize data in a way that works best for your company.  

You can streamline your information management

The thing with data is that it’s rarely evergreen. It constantly changes, so you not only have to add in new information — you also have to weed out what you don’t need anymore.

Since data entry specialists see to it that your files are accurate and current, other employees can get their work done faster. You can also make better decisions for your company as a whole.  

You’ll have more time on your hands

Transferring data from written reports to Excel spreadsheets can take ages, especially when you have other things on your plate.

Letting a data entry specialist take care of your company records allows you to devote energy to more important matters—like fine-tuning your onboarding process or working on that new project you’ve been putting off.

Data entry specialist job description

A working desk with a laptop and iMac. An notebook lies open next to a mouse.

Here’s a list of the hard and soft skills you should look for when hiring a data entry specialist:

  • Proficiency in data entry tools - the ideal candidate should be an expert in using data entry tools like Google Workspace, Microsoft Office, and the like. Experience in using CRM tools like Hubspot, Salesforce, or Pipedrive is a huge plus.
  • Fast and accurate typing - hire someone who can type efficiently and effectively. They should be able to encode accurate data onto your systems. Plus points if they can touch-type or have a high typing speed.
  • Organization - data entry specialists must be highly organized. They should be able to apply best practices when classifying your documents and info.
  • Great verbal and written communication - they should be able to communicate clearly. The ideal candidate must speak and write English fluently. They should also be able to express their concerns, ideas, and suggestions with ease.
  • High attention to detail - a data entry specialist should be able to spot and correct data inconsistencies. They’re meticulous and pay high attention to things that other folks might miss.
  • The ability to multitask - they’ll likely be working with different teams or multiple projects at the same time. An excellent data entry specialist must be able to manage their time and tasks well, meeting deadlines without compromising the quality of their work.
  • Trustworthiness - Data entry staff have access to confidential information like client names, phone numbers, and email addresses. Make sure to hire someone that you can trust with sensitive information.

How to hire a data entry specialist using Somewhere

Need a data entry specialist for your company but don’t have the time to find the perfect one? Leave it to Somewhere. We’re a headhunter agency that specializes in finding talented remote Filipino staff for businesses like yours—at a fraction of the local cost.

Here’s how we can help you find a talented data entry specialist:

What to expect when you work with Somewhere

Step 1: Tell us about the position you’re hiring for

Give us an idea about the data entry specialist position. What are the most important qualifications a candidate should have? Use this form to let us know.

Step 2: We’ll start the search for your ideal hire

We’ll hop on a call to discuss the role in more detail. Then, we’ll connect you with a project manager who will be your point of contact throughout the process.
The search officially starts after the call. Our talent assessors and scouts will keep an eye out for candidates that fit the data entry specialist role, and then let them undergo a strict screening process before presenting them to you.

Step 3: Choose from a list of top candidates

We’ll give you a list of the candidates that passed the screening process. You’ll be given time to go over their profiles, and once you’ve chosen your favorites, we’ll schedule the interviews.


Step 4: Hire your new data entry specialist

After you’ve decided on the person to hire, we’ll hand off the relationship with you and you can start onboarding them.

Learn more: How we found a full-time research and data entry specialist for a real estate services firm

Data entry specialist salary—how much should you pay?

A full-time Filipino data entry specialist earns around $800 - 1,200 a month, depending on their scope of work and experience. You’ll spend 80% less versus hiring a local counterpart while enjoying the same quality of work.  

Learn more: Your guide to remote employee salaries

Ready to hire a remote data entry specialist?

A data entry specialist’s job is often considered clerical, yet you can’t discount their role in helping your company run smoothly. Without them, you’ll either find it tough to hunt down a particular file or work extra hours to transcribe a document.

If you want to add a data entry specialist to your team, get in touch with us now and we’ll help you find the best candidate out there.  


FAQs about hiring a data entry specialist

What does a data entry specialist do?

A data entry specialist is responsible for the following tasks:

  • Collecting and digitizing data
  • Transcribe audio or video files
  • Formatting documents
  • Organize files
  • Double-checking for errors
  • Backing up files
What skills do you need for data entry?

The person you hire should have these data entry skills and traits:

  • Proficiency with Google Workspace, Microsoft Office, and other data entry tools
  • Fast and accurate typing
  • Organization
  • Great verbal and written communication
  • High attention to detail
  • The ability to multitask
  • Trustworthiness
Remote data entry specialist salary—how much should you pay?

A full-time data entry specialist’s salary ranges from $800 - 1,200 a month. The exact figure depends on their experience and range of responsibilities, but every penny is worth it. Here’s why business owners love hiring remote staff from the Philippines.

Get the hiring guide here

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