Data Entry Executive

DELTA MARINE CONSULTANTS SINGAPORE PTE. LTD.; Singapore; On-site; SGD 29,000 - 38,000; Full time

Job summary

Delta Marine Consultants Singapore is seeking a highly organized Data Entry Executive to support project data, staff hours, client information, and corporate records.

The role focuses on accurate entry, organization of project folders, and maintenance of digital libraries, working closely with Project, BD, and other departments. Renewable yearly contract; strong emphasis on data accuracy and confidentiality.

Qualifications

• Diploma or relevant qualification in Business Administration, Information Management, Data Management, Project Administration, or a related discipline.
• Experience in data entry, document control, project records, database management, or similar roles preferred.
• Experience in engineering, marine, construction, consultancy, or project-based environment is advantageous.
• Proficient in Microsoft Excel, Word, and other Office applications.

Responsibilities

• Enter and maintain accurate staff timesheets and project-hour records.
• Record project hours and ensure accurate allocation to projects and activities.
• Maintain project database, track records, and assist in tenders and proposals.
• Handle client and business development data and maintain BD tracking sheets.
• Support departmental data management and organize server and digital libraries.
• Ensure data accuracy, confidentiality, and proper filing across departments.
• Compile data for reports and help retrieve information for management.

Skills

Data entry

Excel

Attention to detail

Independent work

Education

Business Administration Diploma

Tools

CRM

ERP

Timesheet systems

Job description

Data Entry & Records Executive

Job Summary

Delta Marine Consultants Singapore is seeking a highly organized, meticulous, and detail-oriented Data Entry Executive to support the company’s project, business development, and corporate information management requirements.

The primary responsibility of this position is to ensure that project data, staff project hours, client information, company track records, business development records, and departmental information are accurately entered, updated, maintained, and properly organized.

The role will also be responsible for maintaining the company's digital records and shared server, including the organization of project folders, client files, departmental records, company libraries, and other electronic documents. The position will work closely with project teams, Business Development, and other departments to ensure that information is captured accurately and can be retrieved efficiently when required.

Given the nature of the marine consultancy and project environment, the successful candidate must be comfortable handling information relating to projects, clients, consultants, contractors, tenders, proposals, project personnel, project hours, technical documentation, and company track records.

This is a renewable yearly contract position, with renewal subject to performance, business requirements, and mutual agreement.

Key Responsibilities

1. Project Data & Timesheet Management

• Enter and maintain accurate staff timesheets and project-hour records.
• Ensure staff clock-in, clock-out, attendance, and project hours are accurately recorded.
• Key in daily, weekly, and monthly project hours into the company's designated systems, spreadsheets, or databases.
• Verify staff project hours against submitted timesheets and relevant project records.
• Ensure project hours are correctly allocated to the appropriate project, work package, or activity.
• Follow up with project personnel on missing, incomplete, or inconsistent timesheet information.
• Check for duplicate, incorrect, or missing entries and coordinate with the relevant personnel to rectify them.
• Maintain accurate manpower-hour records for ongoing and completed projects.
• Prepare project-hour summaries and supporting data for project management when required.
• Maintain project records throughout the project lifecycle.

2. Project Records & Company Track Record

• Maintain and update the company's project database and project track record.
• Record information for completed, ongoing, and prospective projects.
• Maintain accurate project information including, where applicable:
• Project name and location
• Client / employer
• Project type and scope
• Project value
• Project duration
• Project status
• Services provided
• Project team / personnel
• Relevant consultants, contractors, and partners
• Key project milestones
• Collect project information from Project Managers and relevant teams and update the company's records.
• Ensure historical project information is complete, accurate, and properly maintained.
• Assist in preparing company and project track records for tenders, pre-qualification submissions, proposals, capability statements, client presentations, and business development activities.
• Regularly review project records and identify missing or outdated information.

3. Client & Business Development Data

• Enter and maintain accurate client and business contact information.
• Maintain records of existing clients, prospective clients, consultants, contractors, partners, and other relevant business contacts.
• Update client and contact information based on information provided by the Business Development team.
• Maintain records of business opportunities, enquiries, tenders, proposals, and potential projects.
• Record and update the status of BD opportunities and tender submissions.
• Maintain accurate BD tracking sheets and databases.
• Assist the Business Development team in compiling historical project and client information for new opportunities.
• Ensure information required for proposals, tenders, presentations, and client submissions can be retrieved efficiently.
• Identify duplicate or outdated records and coordinate the necessary updates.

4. Departmental Data Management

• Support various departments within Delta Marine Consultants Singapore with data entry and digital record management.
• Enter, update, and maintain departmental information on the company's server and designated systems.
• Upload documents and information received from different departments into the appropriate locations.
• Ensure departmental records are stored under the correct project, client, department, or document category.
• Coordinate with different departments to obtain missing information or clarify incomplete records.
• Maintain consistency in data-entry formats and file naming across departments.
• Assist with data migration, transfer, and reorganization of existing records when required.

5. Server & Digital Library Management

• Maintain and organize the company's shared server and digital document libraries.
• Ensure project, client, BD, corporate, and departmental files are stored in the correct locations.
• Create, arrange, rename, reorganize, and maintain folders in accordance with the company's filing structure.
• Maintain a logical and consistent folder structure for projects and departments.
• Apply standardized file and folder naming conventions.
• Regularly review server folders to identify:
• Misplaced files
• Duplicate documents
• Incorrectly named files
• Outdated records
• Incomplete project folders
• Assist in reorganizing existing server records and improving the accessibility of company information.
• Ensure completed projects and historical records are appropriately archived.
• Maintain the company's digital libraries so that authorized personnel can locate documents and information efficiently.
• Highlight any gaps or issues in the company's digital records to the relevant department or management.

6. Data Accuracy & Quality Control

• Review all data entries carefully before saving or submitting information.
• Cross-check information against source documents and information provided by project or BD personnel.
• Identify discrepancies and follow up with the relevant personnel for clarification.
• Maintain a high degree of accuracy when handling large volumes of project and company information.
• Ensure information is entered consistently according to established company formats and procedures.
• Conduct periodic checks to ensure project databases, client records, track records, spreadsheets, and server folders remain accurate and current.
• Maintain confidentiality of company, client, project, commercial, and employee information.

7. Reporting & Information Retrieval

• Compile data from project, BD, client, and company records.
• Prepare spreadsheets, summaries, project lists, and data reports when required.
• Assist Project Managers and the Business Development team in retrieving historical project information.
• Support the preparation of project experience sheets, company track records, tender submissions, pre-qualification documents, and proposals.
• Retrieve and consolidate information from different departments when requested.
• Provide accurate data extracts and summaries for management review.

Requirements

• Diploma or relevant qualification in Business Administration, Information Management, Data Management, Project Administration, or a related discipline.
• Previous experience in data entry, document control, project records, database management, or similar roles is preferred.
• Experience in an engineering, marine, construction, consultancy, or project-based environment will be an advantage.
• Proficient in Microsoft Excel, Word, and other Microsoft Office applications.
• Strong data-entry and spreadsheet skills.
• Comfortable working with shared drives, servers, digital libraries, and document management systems.
• Strong attention to detail and accuracy.
• Able to handle large volumes of information in a systematic manner.
• Good organizational and file-management skills.
• Able to identify discrepancies and proactively follow up with the relevant personnel.
• Good written and verbal communication skills.
• Able to work independently as well as coordinate effectively with Project and Business Development teams.
• Experience with CRM, ERP, project management, document management, or timesheet systems will be an advantage.

Key Attributes

The successful candidate should be:

• Highly meticulous and detail-oriented.
• Systematic and disciplined in handling information.
• Strongly focused on data accuracy and record integrity.
• Well organized in managing digital files and folders.
• Proactive in following up on missing information.
• Comfortable working with repetitive and high-volume data-entry tasks.
• Able to manage information received from multiple departments.
• Reliable and committed to meeting deadlines.
• Able to maintain confidentiality of sensitive company and client information.
• Comfortable working independently with minimal supervision.
• Willing to learn new systems, software, and company processes.

• Overall reliability and accessibility of company project and client information.

Employment Terms

• Contract Duration: 1 year, renewable annually subject to performance and business requirements
• Primary Areas of Responsibility: Project Data, Timesheets, Project Records, Business Development Data, Client Records, Company Track Records, Departmental Data, Server & Digital Library Management