Data Entry Operator

Data Entry Operator at ShogxyPro Outsourcing

Location: Ikeja, Lagos Employment Type: Full-time

Job Purpose

The Data Entry Operator will:

• Maintain accurate operational and quality records across all FOB activities.
• Coordinate FOB loading and offloading information and ensure timely updates.
• Track QA team deployment and movement across multiple locations.
• Monitor customer jobs, sample submissions, and result completion status.
• Prepare and distribute daily, weekly, and monthly operational reports.
• Support management decision-making through accurate and timely information.

Job Duties / Responsibilities / Accountabilities

Internally Relates With

• Quality Assurance Team
• FOB Operations Team
• Logistics Team
• Warehouse Team
• Laboratory Team
• Commercial Team
• Management Team
• Finance and Administration Team

Externally Relates With

• Customers
• Transporters and Logistics Providers
• Inspection Agencies
• Shipping Representatives
• External Service Providers

GDPR Commitment

• The Data Entry Operator is responsible for handling and processing information in compliance with company policies and applicable data protection regulations.
• The role requires maintaining confidentiality, ensuring data accuracy, preventing unauthorized access, and safeguarding all customer, operational, and business information.

Duties & Responsibilities:

• KPAs and Assigned Weightage – Financials Value Addition

Key Responsibilities

FOB Loading & Offloading Coordination:

• Coordinate and maintain records of all FOB loading and offloading activities.
• Receive and maintain loading schedules from relevant operational teams.
• Track loading and offloading activities from commencement to completion.
• Coordinate with Quality and Operations teams to ensure smooth execution of scheduled jobs.
• Record planned and actual loading dates and times.
• Escalate delays, non-conformances, or operational issues to the reporting manager.
• Maintain complete documentation for every FOB loading activity.

FOB Shipment Data Collection & Record Keeping:

• Collect loading and quality information from the Quality Assurance Team.
• Ensure all shipment data is updated accurately and within required timelines.
• Verify information received before entering into approved records and databases.
• Maintain records for customer reporting, audits, reconciliations, and traceability purposes.
• Ensure all shipment information is properly filed and retrievable.

Container-Wise & Lot-Wise Tracking:

• Maintain accurate container-wise and lot-wise loading records in accordance with approved formats and SOPs.
• Ensure complete traceability between customer shipments, quality inspections, containers, and lots.
• Identify and investigate discrepancies in loading records.
• Report missing or inaccurate information immediately for corrective action.

Customer Sample Arrival & Result Tracking:

• Maintain a comprehensive sample tracking register.
• Record all customer samples received and submitted for testing.
• Track pending sample analysis and coordinate follow-up with relevant teams.
• Ensure customer results are issued within agreed turnaround times.
• Escalate overdue sample results to management.
• Maintain complete historical and traceable sample records.

QA Team Scheduling & Movement:

• Maintain daily QA movement schedules based on operational requirements.
• Coordinate deployment of QA personnel to assigned inspection locations.
• Monitor team movements and attendance to scheduled jobs.
• Confirm departures and arrival times at assigned locations.
• Record planned versus actual movement schedules.
• Track multiple field teams simultaneously.
• Highlight delays or scheduling conflicts and escalate accordingly.
• Support efficient allocation of QA resources.

FOB Location Tracking:

• Maintain a master database of active FOB locations and activities.
• Track assignments and inspection activities across locations.
• Monitor job status at each FOB site.
• Maintain container loading records by lot and location.
• Identify scheduling conflicts and communicate them promptly.

Daily Data Entry & Record Maintenance:

• Enter all FOB, QA, customer, shipment, sample, and job completion information accurately.
• Maintain records in approved systems, databases, and Excel formats.
• Ensure daily updates are completed within established timelines.
• Verify data accuracy before submission and reporting.
• Avoid duplicate, incomplete, or incorrect entries.
• Maintain organized electronic and physical filing systems.
• Preserve records for audit, compliance, and historical reference purposes.

Daily / Weekly / Monthly Reporting:

• Prepare and maintain:
• Daily FOB Loading Reports
• Container-wise Loading Reports
• Lot-wise Loading Reports
• Commodity-wise Loading Reports
• Customer-wise Job Status Reports
• Pending and Overdue Job Reports
• Completed Job Reports
• FOB Location Activity Reports
• Monthly QA/FOB MIS Reports
• All reports must be accurate, timely, and submitted in the approved format.

Data Accuracy & Verification:

• Cross-check information received from various teams prior to submission.

• Verify accuracy of container numbers and shipment details.

• Confirm correctness of lot numbers and traceability records.

• Validate loaded quantities against operational records.

• Ensure quality inspection data is linked to the correct lot or container.

• Verify customer and shipment information.

• Confirm QA inspector details are correctly captured.

• Identify and resolve inconsistencies before reporting.

• Key Performance Indicators (KPIs)

• Data accuracy rate (≥99%).

• Timeliness of data entry and reporting.

• Number of discrepancies identified and resolved.

• On-time submission of daily, weekly, and monthly reports.

• Sample tracking and result turnaround compliance.

• Record completeness and audit readiness.

• QA team schedule tracking accuracy.

• Customer and management satisfaction with reporting quality.

Education

• Minimum of Bachelor's Degree, HND, or equivalent qualification in Business Administration, Statistics, Computer Science, Information Management, Logistics, Supply Chain Management, or a related field.
• Professional certification in Data Management, Information Systems, Logistics, or Quality Management will be an added advantage.

Knowledge, Skills and Attributes, Experience & Other Requirements:

Experience

• 2-3 years' experience in data entry, records management, logistics coordination, operations support, quality administration, or a similar role.
• Experience in commodity handling, supply chain, warehousing, quality inspections, or export operations is an added advantage.

Required Skills & Competencies:

• Proficiency in Microsoft Excel, including formulas, sorting, filtering, pivot tables, and data analysis.

• Good working knowledge of Microsoft Word, Outlook, and other office applications.

• Strong attention to detail and high level of accuracy.

• Excellent organizational and record-management skills.

• Strong coordination, follow-up, and tracking abilities.

• Ability to prioritize and manage multiple assignments simultaneously.

• Ability to work effectively under pressure and meet deadlines.

• Strong written and verbal communication skills.

• Analytical and problem-solving capabilities.

• Ability to identify data discrepancies and implement corrective actions.

• Strong reporting and documentation skills.

• Ability to collaborate effectively with field and office teams.

• Understanding of quality assurance, logistics, warehousing, shipping, or agro-commodity operations is an added advantage.

• High level of integrity, confidentiality, and professionalism.

• Knowledge

• Data management and record keeping.

• Quality assurance documentation processes.

• Logistics and shipment tracking procedures.

• Reporting and MIS preparation.

• Document control and compliance requirements.

• Personal Attributes

• Accuracy and reliability.

• Strong attention to detail.

• Good interpersonal skills.

• Proactive and self-motivated.

• Ability to maintain confidentiality.

• Excellent teamwork and collaboration skills.

• Strong sense of accountability and ownership.

• Ability to work with minimal supervision.

Application Closing Date

Open until a suitable candidate is identified.