Data Entry/ Clerical Assistant

Gemini Mechanical; Portland (ME); Hybrid; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

Holidays

Retirement savings

Flexible work arrangements

Professional development

Wellness programs

Job summary

Gemini Mechanical is seeking a Data Entry / Administrative Assistant to maintain accurate records and support day-to-day administrative tasks. You will enter, update, and verify data across company systems while ensuring confidentiality and data integrity.

The role requires strong typing, attention to detail, and proficiency with Excel, Word, and Google Workspace. It offers an opportunity to contribute to efficient office operations in a collaborative environment.

Qualifications

• High school diploma or equivalent; administrative training is a plus.
• Strong typing and data-entry skills with good attention to detail.
• Basic to intermediate knowledge of Microsoft Excel, Word, Google Workspace, or similar tools.
• Good written and verbal communication skills.
• Strong organizational and time-management abilities.

Responsibilities

• Enter, update, and maintain data accurately in company databases and systems.
• Review documents to identify and correct errors or missing information.
• Organize digital and physical files and maintain accurate records.
• Prepare spreadsheets, reports, forms, and other administrative documents.
• Handle routine correspondence, emails, and data-related requests.
• Assist with scheduling, document preparation, and general administrative tasks.
• Perform data verification and quality checks to ensure information is complete and accurate.
• Maintain confidentiality of company and customer information.
• Coordinate with internal teams to obtain or verify required information.

Skills

Typing/Data-entry

Attention to detail

Organizational skills

Time management

Written/Verbal communication

Independent work

Confidential information handling

Education

High school diploma

Administrative training (plus)

Tools

Excel

Word

Google Workspace

Job description

The Data Entry / Administrative Assistant is responsible for maintaining accurate records, entering and updating information, supporting day-to-day administrative activities, and ensuring smooth office operations. The ideal candidate should be detail-oriented, organized, reliable, and comfortable working with computer systems and office software.

Key Responsibilities:

• Enter, update, and maintain data accurately in company databases and systems.
• Review documents and records to identify and correct errors or missing information.
• Organize digital and physical files and maintain accurate records.
• Prepare spreadsheets, reports, forms, and other administrative documents.
• Handle routine correspondence, emails, and data-related requests.
• Assist with scheduling, document preparation, and general administrative tasks.
• Perform data verification and quality checks to ensure information is complete and accurate.
• Maintain confidentiality of company and customer information.
• Coordinate with internal teams to obtain or verify required information.

Requirements

• High school diploma or equivalent; additional administrative training is a plus.
• Strong typing and data-entry skills with good attention to detail.
• Basic to intermediate knowledge of Microsoft Excel, Word, Google Workspace, or similar tools.
• Good written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to work independently and meet deadlines.
• Professional handling of confidential information.
• Previous experience in data entry, office administration, customer service, or a related role is preferred.

Preferred Qualities:

• Accuracy and attention to detail.
• Dependability and professionalism.
• Ability to learn new software and systems quickly.
• Positive attitude and willingness to support team members.
• Ability to manage multiple tasks efficiently.
• Competitive salary and performance-based incentives
• Health, dental, and vision insurance
• Paid vacation, sick leave, and holidays
• Retirement savings or pension benefits, where applicable
• Employee wellness and assistance programs
• Professional development and training opportunities
• Opportunities for career growth and internal advancement
• Employee discounts and company-sponsored programs
• Flexible or hybrid work arrangements for eligible positions
• A collaborative and supportive work environment
• Paid parental and family leave, where applicable
• Access to company facilities, events, and employee activities