A Definitive Introduction to Hiring a Data Entry Operator

Access to the right data is vital to a business’s success.

Companies rely on their data to make business plans that can help them reach their goals.

Thus, there is an increasing need for experts who can quickly yet accurately manage large volumes of data.

Enter the data entry operator.

What Does A Data Entry Operator Do?

A data entry operator is responsible for collecting data from several sources—including forms, applications, and company files.

They then compile, verify, and encode data as well as update a company’s computer system.

Data entry operators are key players in a business’ information technology functions and thus support upper management, who relies on data to form the right strategies.

Data Entry Operator Job Description

Before hiring, it’s best to familiarize yourself with what they can do for you.

Apart from the tasks mentioned in the previous section, data entry operators can also digitize any existing data you have.

This is crucial, especially since everything is online nowadays. You would want to be able to access pertinent information at the touch of a button, especially if you work from home or some other remote location.

On the other hand, here’s what you need to look for when recruiting a data entry operator.

Data Entry Operator Job Responsibilities:

A data entry operator usually handles the following tasks:

• Retrieval/Collection – Businesses often hire a data entry clerk to address the gaps within their databases. These information technology professionals will then gather the data from various documents, materials, or online databases.
• Data Entry – Once data is collected, it is then digitized. Data entry operators must thus be knowledgeable about using office equipment or tools to encode data online.
• Verification – A data entry clerk must check the data for discrepancies or inaccuracies. For instance, they must inspect for misspellings, erroneous information, or wrong formatting.
• Data Back-up – Aside from encoding and verifying data, they may be required to regularly back up databases to ensure data security and safety.
• Data Security Implementation – Data entry operators will most likely handle sensitive data. Thus, they must strictly follow protocols and other standard operating procedures to prevent theft or misuse.
• Administrative Tasks – Sometimes, data entry clerks can perform clerical duties like scanning or printing high volumes of documents. They then compile the files afterwards.
• Report Generation – Creating reports is necessary for data analysis, which forms the basis of business decisions.

Data Entry Operator Qualifications/Skills:

What does an ideal data entry clerk look like? What are the data entry skills they should have?

• Decent Typing Skills – The ideal candidate should be able to type quickly yet accurately. Doing so will help them transfer large loads of data in a short amount of time. You can also ask the applicant about how many words they can type within a minute (WPM).
• Transcription Skills – They should have excellent audio-to-text skills if they’ll be transcribing audio recordings.
• Computer Literacy – Data entry operators will often use word processing software, like Word from Microsoft Office, as well as Excel spreadsheets. Thus, they need to know their way around such tools quickly.
• Research Skills – This is crucial when validating data from multiple source documents. To be more specific, researching capabilities should include note-taking, observational, and critical thinking skills.
• Organizational Skills – It’s up to data entry operators to sort out documents and files for easy access.
• Interpersonal Skills – This position may require collaborating with people from other departments. Thus, a good data entry operator should have excellent communication skills to work effectively with them, regardless of whether they work from home or not.

Education and Experience Requirements

Entry-level data entry operators should have at least a high school diploma or the equivalent of a General Educational Development (GED) certificate.

Having prior data entry experience is also a plus since they will already have an understanding of how the process works.

Lastly, a minimum typing speed of 45 words per minute is advisable. However, you can increase the minimum speed up to 60 to even 90 words per minute. Still, make sure to emphasize accuracy regardless.

What Makes a Good Data Entry Operator?

So, now that we have established the skills and other qualifications needed for the job, what exactly makes for a good data entry operator?

First, the job places a huge emphasis on accuracy. Companies rely on excellent data to drive their businesses forward. When a database is overrun with errors and other inconsistencies, it slows operations down and renders the business inefficient. Thus, data entry operators should always pay attention to details when performing their tasks.

Next, excellent time management. Data entry operators will most likely work under tight schedules so they need to manage their time effectively to meet deadlines. They should also know what to prioritize to avoid bottlenecks in the workflow.

Last but not least, data entry requires high levels of concentration. Again, this job requires precise output. Not only that, but it can also become repetitive. So, data entry operators should be able to focus on the task at hand and shut down any possible distractions.

Find The Right Data Entry Operator Today

So, how do you get started with the recruitment process?

Look no further.

Remote Staff is a pioneer in the staffing solutions industry in the Philippines and has helped countless Australian business owners with their data entry needs.

If you are still testing the waters, you can opt to hire part-time staff. But if you have the budget (and the need) for it, you can recruit for full-time positions from the get-go.

Remote Staff has also developed a tried and tested recruitment process throughout the years.

We delegate a Client Relations Executive to provide additional support once you hire the right candidate. You can reach out to them for any concerns or issues you may have.

Frequently Asked Questions

Still got a burning question? We’ve compiled some of the most frequently asked ones for your convenience:

Is Being a Data Entry Operator Hard?

While data entry operator jobs may not be physically demanding per se, it has its challenges.

For instance, the repetitive nature of the job might cause boredom, leading people to quit. Your staff might also encounter different types of data with varying degrees of difficulty.

Thus, you need to evaluate prospects carefully. Choose someone who fits the job description while being adaptable and dedicated enough to see a project through.

What Are The Most Commonly Searched Types of Data Entry Operators?

Data entry operator jobs are not just limited to one category. Who you need to hire depends on the tasks you need to be completed.

To give you an idea, here are several specific types of data entry operators:

• Data entry clerks – They are responsible for inputting data (whether numerical or alphabetic) into a required output.
• Transcriptionists – These people convert audio files or recordings into written documents.
• Typists/Word Processors – They perform basic typing jobs that usually involve inserting information to create reports, correspondence, and other documents.
• Data Cleaners – They are given huge volumes of data from which they must remove certain information.
• Coding Specialists – Insurance companies and hospitals hire these specialists to retrieve or input patient data from or into a computer system.

What Are Popular Job Titles Related to Data Entry Operators?

Numerous designations are associated with data entry operators.

To start, a data entry operator is also often called a data entry clerk.

If you come across the term data entry specialist, they perform similar duties to a data entry clerk but focus on a single—usually complex—task most of the time.

Meanwhile, a data input specialist mainly inputs information into a software program or database.

Then, there is the data processing assistant, who verifies data so it’s accurate, complete, and consistent.

A database administrator (as the name suggests) manages and maintains databases, ensuring their security and performance.

Lastly, you have the data entry coordinator, who oversees the work of data entry operators and other clerks. They see to it that the team meets deadlines and is still within the set budget.

Again, these are just a few job titles related to data entry operator jobs.

If the specific role you need is not listed, let us know, and we can look for a qualified candidate based on your specifications.

In Which Job Categories Do Companies Typically Search for Data Entry Operators?

Data entry is considered an administrative task.

It is, after all, the first step for any company when they gather intel.

At Remote Staff, you can easily find our data entry specialists under the “Administrative” category, along with other clerical roles.

How Much Do Data Entry Operator Jobs Cost Per Hour?

For entry level positions, data entry operators in the US charge an hourly rate of $17.

However, you can hire a capable data entry clerk starting at roughly $6 per hour in the Philippines.

Of course, the rates can go higher depending on their workload, level of data entry skills, and whether you’re hiring for a part-time or full-time position.

Still, hiring a specialist from the Philippines is more affordable due to the lower cost of living. You get value for your money without sacrificing the quality of work you receive.

Who Does a Data Entry Operator Work With?

A data entry operator might work with a team of other operators, especially since the job involves high volumes of data.

Basically, if your company needs to digitize documents and other files for compatibility purposes and easy access, hiring one can help.

Or if you already have databases that need maintenance or updating, data entry operators can also do the job.

Need a data entry operator ASAP? Partner with Remote Staff. We already have a database of suitable candidates, ready for deployment at a moment’s notice.

Hop on a discovery call with us and let’s discuss your business needs.