Data Entry Operator

ShogxyPro Outsourcing is a forward-thinking HR and talent solutions firm based in Lagos, Nigeria. We specialize in recruitment, staff outsourcing, compliance management, and workforce development for businesses across various industries.

Our goal is simple: help organizations grow by connecting them with the right people and building compliant, efficient HR systems. We serve startups, SMEs, and large enterprises looking to scale without the burden of in-house HR challenges.

We are recruiting to fill the position below:

Job Title: Data Entry Operator

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.