What Does a Call Center Data Entry Specialist Do?
A call center data entry specialist is responsible for accurately capturing, updating, and maintaining customer information within internal systems. Working in a fast-paced environment, these specialists ensure that every customer interaction is properly documented, whether it involves a service request, billing issue, or technical inquiry. While not always customer-facing, they are essential to the smooth operation of a call center, acting as a bridge between front-line agents and back-office support.
These professionals often work with multiple digital tools to manage records in real time, helping reduce errors and improve service continuity. Speed, accuracy, and familiarity with call center software are vital, as they may process large volumes of data during high call times. Their work supports customer satisfaction, compliance, and performance reporting.
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Call Center Data Entry Specialist Core Responsibilities
- Enter customer data accurately and efficiently into CRM or call center platforms
- Review and correct errors in submitted data to ensure integrity
- Update account information following service calls or support interactions
- Process orders, cancellations, returns, or escalations as requested
- Assist agents by retrieving or verifying customer details in real time
- Maintain up-to-date records of all data entries and modifications
- Follow data entry guidelines and privacy regulations
- Collaborate with customer service and technical support teams
Required Skills and Qualifications
Hard skills
- Proficiency in call center or CRM software (e.g., Salesforce, Zendesk, Five9)
- Accurate typing speed of at least 50 WPM
- Strong knowledge of data entry best practices
- Familiarity with Microsoft Excel and data formatting tools
- Ability to multitask across multiple screens and systems
Soft skills
- Strong attention to detail and error-spotting ability
- Good communication skills for internal coordination
- Time management in high-volume environments
- Dependability and discretion with sensitive customer information
Educational requirements
- High school diploma or GED
Certifications
- Not required; Microsoft Office or CRM-specific training is a plus
Preferred Qualifications
- 1+ years of experience in a data entry or call center environment
- Bilingual (Spanish/English or other language combinations)
- Experience with cloud-based customer support tools or ticketing systems
- Familiarity with compliance standards such as HIPAA or PCI (if applicable)
National Average Salary
Call center data entry specialist salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a Call Center Data Entry Specialist is:
$37,965
Sample Job Description Templates for Call Center Data Entry Specialists
Entry-Level Call Center Data Entry Specialist
Position Overview
An entry-level call center data entry specialist provides foundational support by accurately recording customer data and updating internal systems. This role is ideal for those new to data entry or contact center environments, with training provided on tools and processes.
Responsibilities
- Enter customer information into CRM or order processing systems
- Cross-check input for accuracy and completeness
- Update client records after each service interaction
- Flag discrepancies and escalate issues as needed
- Assist customer service reps by retrieving information during live calls
Requirements
Hard skills
- Basic proficiency with data entry software and Microsoft Office
- Typing speed of 45+ WPM
- Comfort navigating multiple screens and systems
Soft skills
- Attention to detail
- Reliability and punctuality
- Willingness to learn and take direction
Educational requirements
- High school diploma or GED
Certifications
- None required
Preferred Qualifications
- Previous clerical, retail, or call center experience
- Familiarity with CRM software like Salesforce or Zendesk
Mid-Level Call Center Data Entry Specialist
Position Overview
A mid-level call center data entry specialist independently manages data intake, quality control, and support documentation across multiple call center systems. This role supports accurate recordkeeping and contributes to efficient customer service workflows.
Responsibilities
- Process and verify customer data in CRM platforms
- Coordinate with agents to ensure complete and accurate records
- Maintain logs of data changes and updates
- Handle case-specific documentation and form submissions
- Support training of entry-level staff as needed
Requirements
Hard skills
- Intermediate Excel knowledge and CRM fluency
- Proven data entry accuracy and speed (50+ WPM)
- Experience using ticketing systems or cloud-based call center tools
Soft skills
- Independent time management
- Clear internal communication
- High attention to accuracy and security
Educational requirements
- High school diploma or GED
Certifications
- Microsoft Office certification or CRM training preferred
Preferred Qualifications
- 2+ years in a call center or data entry position
- Experience with Salesforce, Five9, or similar platforms
Senior Call Center Data Entry Specialist
Position Overview
A senior call center data entry specialist oversees complex data processes, ensures compliance with data integrity standards, and supports team productivity. This role is key to identifying and implementing improvements in data handling practices.
Responsibilities
- Monitor data accuracy across large datasets
- Audit entries for compliance and quality control
- Serve as a liaison between data, customer service, and IT teams
- Troubleshoot technical issues related to data workflows
- Create or improve standard operating procedures for data handling
Requirements
Hard skills
- Advanced CRM and Excel proficiency
- Familiarity with data governance policies (HIPAA, PCI if applicable)
- Experience generating reports or dashboards from CRM data
Soft skills
- Critical thinking and process improvement
- Leadership without direct authority
- Excellent documentation habits
Educational requirements
- High school diploma or GED
Certifications
- CRM or compliance-related certifications preferred
Preferred Qualifications
- 3+ years in data entry or contact center operations
- Cross-functional team experience
Data Entry Team Lead (Call Center)
Position Overview
The call center data entry team lead manages a team of specialists, ensuring timely and accurate data updates across all systems. This role balances team supervision with hands-on support and process oversight.
Responsibilities
- Assign daily data tasks and monitor performance
- Train and mentor new team members
- Oversee SLA adherence and error resolution
- Collaborate with QA and customer service managers
- Provide regular reports on team output and accuracy
Requirements
Hard skills
- Leadership-level knowledge of CRM tools and Microsoft Office
- Familiarity with call center metrics and dashboards
- Data auditing and exception reporting
Soft skills
- Team leadership and conflict resolution
- Performance coaching
- Clear written and verbal communication
Educational requirements
- High school diploma or GED
Certifications
- CRM platform certifications preferred
Preferred Qualifications
- 4+ years in data entry or customer support
- 1+ years in a leadership or team lead role
Remote Call Center Data Entry Specialist
Position Overview
A remote call center data entry specialist performs high-volume, high-accuracy data entry duties from a home-based setup. This role requires technical proficiency, self-discipline, and secure internet access to ensure data confidentiality and system compliance.
Responsibilities
- Log call details, customer information, and service notes remotely
- Securely access and update CRM platforms via VPN or cloud portals
- Report issues or discrepancies to supervisors digitally
- Communicate with on-site teams through email or messaging platforms
- Ensure compliance with remote work data handling policies
Requirements
Hard skills
- Ability to navigate remote access systems securely
- Proficiency in digital collaboration tools (Slack, Teams, Zoom)
- Typing speed of 50+ WPM with high accuracy
Soft skills
- Self-motivation and time management
- Clear communication in written and virtual formats
- Focus and reliability in a remote work environment
Educational requirements
- High school diploma or GED
Certifications
- None required; remote work or cybersecurity awareness training is a plus
Preferred Qualifications
- Prior experience in a remote call center or data entry role
- Dedicated home office with dual monitors and high-speed internet