Data Entry Specialist

External

Inspiraeducation · New York City, NY

Full-timeOn-site1d ago

BookkeepingCRMCross-functional CollaborationDocumentationHubSpotLeadership

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About the role

As a Data Entry Specialist, you'll be the engine that keeps our sales process running smoothly. You'll work cross-functionally with sales, operations, and student success to make sure our pipeline is clean, our paperwork is in order, and our Enrollment Managers can stay focused on converting and supporting prospective students. This is a high-visibility, high-ownership role for someone early in their career who is obsessive about accuracy, consistency, and timely follow-up - and who wants to grow fast. This role requires in-office attendance 5 days a week at our NYC office (Gramercy).

Responsibilities

Deal Administration & Contracts

Prepare, send, and track client contracts and associated enrollment paperwork through the full signature cycle

Follow up promptly with clients and Enrollment Managers to ensure agreements are signed and returned before service delivery begins

Keep and maintain organized records of signed contracts, amendments, and client documentation

Pipeline & CRM Management

Own day-to-day hygiene and accuracy of our CRM (HubSpot), ensuring contacts, deals, products and tickets are properly maintained.

Update records consistently and in real time so the team is always working from current information.

Manage and track the full student inquiry-to-enrollment pipeline, flagging bottlenecks and drop-off points to sales and leadership.

Data Hygiene & Integrity

Audit CRM records on a recurring cadence: deduplicate contacts, enforce required fields, and clean up stale or malformed data.

Define and enforce data entry standards so reporting is trustworthy at every level of the funnel.

Build validation rules, required-field logic, and automated checks that prevent bad data from entering the system.

Reconcile CRM data against billing, contract, and enrollment systems to surface and fix discrepancies.

Maintain documentation of data definitions, field usage, and naming conventions for the broader team.

Payments & Billing Operations

Manage and reconcile our payment platforms (Stripe and PaySimple) ensuring transactions are accurately recorded as they come in.

Own the collections process for late or outstanding payments - sending reminders, coordinating with clients, and escalating when necessary.

Partner with leadership to refine payment policies, installment plan structures, and billing workflows as the business scales.

Troubleshoot payment failures, disputes, and refund requests in a timely and professional manner.

Reporting & Analytics

Pull lists, run standard reports, and surface accurate data to sales ops leadership to inform strategy and planning.

Process & Tooling

Document sales workflows, playbooks, and SOPs as the team scales, and flag opportunities to streamline

Help evaluate and roll out sales tools and integrations to reduce manual work and improve rep productivity.

Stay current on CRM features, AI tools, and other tech that can make the team faster.

Cross-functional Collaboration

Work seamlessly with the sales team: You'll be their go-to partner the moment a deal is posted.

Partner with operations to ensure handoff processes are seamless and attribution is tracked correctly.

Coordinate with the student success advising team to align on client issues and resolutions.

Administrative Support

Handle ongoing data entry and documentation work that keeps records and processes current.

Support onboarding of new sales ops tooling.

Data Entry Specialist

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