Data Entry Specialist

Job Title: Data Entry Specialist (Odoo ERP)

Department: Operations / Inventory

Reports to: Plant Manager

FLSA Status: Full Time, Non-Exempt

Job Summary:

The Data Entry Specialist is responsible for the accurate and timely entry, maintenance, validation, and

correction of product, inventory, and order data within the company’s Odoo ERP system. 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 the Data Entry Specialist does not supervise staff, they serve as the key resource for data quality and data

correction, working closely with the receiving, inventory, QA, and sales teams to keep records clean, accurate,

and audit-ready 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.

• Data Correction & Quality: 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, and reconcile records that do not match physical

stock or order status. Investigate the root cause of recurring errors and correct them at the source,

escalating complex or systemic issues to the appropriate lead. Uphold data standards and conventions to

maintain catalog and inventory integrity.

• Data Imports, Exports & Cleanup: Prepare, import, and export data using spreadsheets and Odoo’s import
  
  
  

tools, verifying field mapping and formatting before each upload. Execute bulk corrections and data-

cleanup projects — deduplication, standardizing attributes, and backfilling missing fields — to continuously

improve overall data quality.

• Inventory Data & Documentation: 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.

• Supplies Purchasing & 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, follow up with vendors on order status and deliveries, and compare vendor quotes for routine

purchases — escalating larger or non-standard orders to management for approval. 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 keep supply storage areas organized and labeled for 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, correction, and record

management, and suggest ways to streamline repetitive tasks and improve data accuracy and efficiency.

• Cross-Department Collaboration: Communicate effectively with the receiving, inventory, QA, 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 Plant Manager.
  
  
  

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.
• Data Correction & Validation: Ability to spot, investigate, and correct data errors, duplicates, and
  
  
  

inconsistencies against source documents.

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

procedures.

• Purchasing & Vendor Coordination: Basic purchasing and vendor coordination skills, with the ability to
  
  
  

create purchase orders, track orders, and follow up on deliveries.

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 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 –

Activity % Time Spent

Sitting

Standing

Climbing (ladders, scaffolds, poles)

Walking or Running

Kneeling, Crouching, Stooping, Crawling

Keeping or Regaining Balance

Use of Hands (handle, control, feel)

Bending or Twisting the Body

Making Repetitive Motions

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.