Data Entry Specialist

WeTheHobby; City of Rochester (NY); On-site; USD 30,000 - 33,000; Full time

Job summary

WeTheHobby, a Rochester, NY-based sports collectibles company, seeks a Data Entry Specialist to manage inventory records across the lifecycle. You will ensure accuracy, quality control, and reliable reporting for procurement and selling operations, balancing data with physical stock.

The ideal candidate is highly organized, detail-oriented, and comfortable working with spreadsheets, inventory systems, and cross-functional teams in a fast-paced environment.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage recurring workflows, deadlines, and follow-up items.
• Strong problem-solving skills to identify and resolve inventory issues.
• Comfort with spreadsheets, inventory systems, dashboards, and structured data.
• Clear written and verbal communication across teams.

Responsibilities

• Maintain accurate and timely inventory records with proper classifications.
• Perform recurring inventory quality control checks and track errors.
• Reconcile physical inventory with system records and resolve discrepancies.
• Prepare weekly inventory review materials and track by category and status.
• Coordinate with internal teams to address missing information and priorities.
• Maintain operational trackers for inventory received, processed, aging, and shipments.
• Support process improvements and new workflow implementations.
• Document procedures and contribute to training materials.
• Contribute to a positive team culture through professionalism and reliability.

Skills

Organizational skills

Attention to detail

Workflow management

Problem solving

Spreadsheets

Communication

Independent work

Fast-paced environment

Tools

Microsoft Excel

Inventory dashboards

Reporting tools

Job description

WeTheHobby is a thriving sports entertainment company with global reach, headquartered in Rochester, NY. We value creativity, diversity, innovation, dedication, and our community!
Our work environment includes:

• Modern office setting
• Lively atmosphere
• A team that cares about one another
• Welcoming and inclusive culture

Since our inception in 2021, WeTheHobby has grown dramatically (and profitably) with over 250 full-time staff and 750,000+ followers across our social and marketplace channels. We operate at the intersection of entertainment, sports, and eCommerce, revolutionizing the way fans engage with sports cards. If you are an outgoing leader who thrives in sales-driven environments and understands the power of entertainment to drive commerce, this is the role for you!
See us in action on Whatnot: https://www.whatnot.com/user/wethehobby See us in action on Fanatics Live: https://www.fanatics.live/shops/www.fanatics.live/shops/we-the-hobby
Find us on social: @breakers (Instagram, Twitter, YouTube, TikTok, Facebook)

About the role

Top Shelf Enterprises, LLC dba WeTheHobby is a leading sports collectibles company based in Rochester, NY. We are looking for a Data Entry Specialist to support accurate, efficient, and scalable management of sports card inventory across the inventory lifecycle. This role will help maintain clean inventory records, strengthen quality control, support inventory movement and selling operations, and provide reliable tracking and reporting for the Procurement team.

This role is ideal for someone who is highly organized, detail-oriented, dependable, and comfortable working with both data and physical inventory. The right candidate should be able to identify issues, follow through to resolution, communicate clearly across teams, and operate effectively in a fast-paced environment with changing priorities.

The Data Entry Specialist will play an important role in ensuring WeTheHobby’s inventory is accurate, usable, and positioned for the right business outcome, while supporting the Singles Inventory Manager and collaborating with Buyers, Repack, Customer Service, and other teams.

What you’ll do

• Maintain accurate and timely inventory records, including card input, required fields, classifications, status assignment, and supporting documentation
• Build and execute recurring inventory quality control checks, identify common errors and their sources, correct issues, and maintain clear error tracking to improve accuracy over time
• Support inventory cleanup and reconciliation by comparing physical inventory with system records, reviewing newly added inventory and incomplete fields, resolving discrepancies, and helping ensure statuses are current and meaningful
• Prepare weekly inventory review materials and maintain tracking by comp range, category, status, aging, assigned sales channel, and other agreed inventory views
• Monitor designated inventory categories, and follow through on required actions
• Own end-to-end tracking and operational coordination for giveaway cards, ensuring cards are properly assigned, documented, and reconciled
• Coordinate with Repack, Buyers, Customer Service, and other internal teams to address missing information, input errors, inventory questions, and urgent priorities
• Maintain recurring operational trackers for inventory received, inventory processed, quality issues, cards shipped, aging inventory, and open follow-up items
• Support process improvement initiatives, system enhancements, special inventory projects, and implementation of new workflows
• Document procedures and contribute to training materials that improve consistency, coverage, and scalability
• Contribute to a positive team culture through professionalism, reliability, ownership, and strong communication

Qualifications

• Strong organizational skills and attention to detail
• Ability to manage recurring workflows, deadlines, and follow-up items with consistency
• Strong problem-solving skills and the ability to identify, investigate, and resolve inventory issues
• Comfort working with spreadsheets, inventory systems, dashboards, structured data, and physical inventory
• Clear written and verbal communication skills and the ability to collaborate effectively across teams
• Able to work independently, remain dependable, and take ownership of assigned workflows
• Comfortable operating in a fast-paced environment with high-value inventory and time-sensitive requests
• Ability to follow established procedures while identifying opportunities to improve accuracy and efficiency

Preferred Qualifications

• Prior experience in inventory operations, quality control, e-commerce, fulfillment, warehouse operations, data administration, or a related role
• Knowledge of sports cards, collectibles, grading, card conditions, market comps, and hobby terminology
• Experience working with inventory management systems, Microsoft Excel, reporting tools, or operational dashboards
• Experience supporting shipping, marketplace, consignment, or other inventory disposition workflows
• Experience documenting processes, maintaining trackers, or supporting continuous improvement initiatives

The ideal candidate is

• Highly organized, detail-oriented, dependable, and consistent
• Comfortable working hands-on with both cards and data
• Proactive about identifying issues and following through to resolution
• Practical, observant, responsive, and able to balance speed with accuracy
• Curious about how processes work and motivated to improve them
• Professional and collaborative across teams
• Excited by sports cards, collectibles, and the opportunity to improve inventory operations

Physical Requirements

• Sit or stand for extended periods of time and walk or use stairs regularly.
• Frequently bend, stoop, twist, and reach.
• Lift, carry, push, and pull items up to 50 pounds.
• Perform repetitive motions and use fine motor skills for typing, scanning, product handling, and detailed card handling.
• Communicate effectively and work in office and inventory environments.

Compensation & Schedule

• Full-time, 40hours/week
• Schedule: Tuesday - Saturday from 8:30am - 5:00pm
• The salary range for this position is $22.00 - $24.00 based upon experience. location in Rochester, NY. Occasional evening or extended weekend availability may be required based on inventory and sales schedules.
• To comply withFederal law,WeTheHobbyparticipates in E-Verify. All newly hired employees areverified through this electronic systemestablishedby the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility.