Data Entry Virtual Assistant Administrator

Job Overview

Data Entry and Records Management

• Enter, update, review, and maintain information in company databases, spreadsheets, CRM systems, and other digital platforms.
• Transfer information from emails, forms, PDFs, invoices, documents, and other sources into designated systems.
• Correct duplicate, incomplete, outdated, or inaccurate records and perform routine data-cleaning and quality-control checks.
• Maintain organized electronic files and records and prepare basic reports and summaries using company data.
• Follow procedures for storing, protecting, and managing confidential information.

Virtual Assistant Duties

• Provide day-to-day virtual administrative support to managers and team members.
• Manage inboxes, draft routine emails and correspondence, schedule meetings and appointments, and maintain calendars and reminders.
• Prepare meeting materials, organize meeting notes, conduct online research, and compile findings into documents or spreadsheets.
• Assist with travel research, reservations, itinerary preparation, and follow-up on administrative requests.
• Coordinate information between team members, customers, vendors, and other contacts.

Administrative Support

• Prepare, format, edit, and organize documents, reports, presentations, and spreadsheets.
• Maintain digital filing systems and process forms, applications, invoices, orders, and other administrative documents.
• Assist with customer and client records, invoice and expense tracking, onboarding documentation, and internal processes.
• Track deadlines, appointments, assignments, and ongoing activities and perform additional duties assigned by management.

Ideal Candidate and Competencies

• The candidate should complete assignments accurately within required timeframes, meet deadlines, and manage the workday independently.
• The role requires communication, reliability, responsiveness, confidentiality, initiative, adaptability, and problem-solving ability.
• The candidate should be able to investigate minor issues, identify missing information, and escalate matters when needed.

Remote Work Requirements

• A reliable computer suitable for daily administrative work, stable internet access, and a professional distraction-controlled workspace are required.
• The candidate must be able to participate in video or telephone meetings and access email and communication platforms during scheduled working hours.
• The candidate must maintain the confidentiality and security of company information while working remotely.

Relevant Administrative Skills

• The role uses databases, spreadsheets, CRM systems, Excel, Google Sheets, digital filing systems, email, calendars, online research, document preparation, and reporting.
• Additional work may involve invoice and expense tracking, customer and client records, onboarding documentation, and communication platforms.

Typical Daily Tasks

• A typical day may include reviewing emails and requests, entering data, updating spreadsheets and systems, organizing documents, managing appointments, preparing reports, researching information, and following up on tasks.
• Priorities may change throughout the day, requiring organization and management of multiple responsibilities.