Position Overview The Data Entry & Integrity Customer Service Representative is responsible for maintaining the accuracy, completeness, and integrity of all sales, service orders, customer records, and operational data entered into company systems.

This role focuses on accurate data entry, verification of sales information, processing service orders, tracking service completion, identifying discrepancies, and ensuring records are properly maintained and up to date.

The position requires regular data quality checks, follow-up on incomplete or inaccurate information, and organized recordkeeping to ensure all information meets company standards and procedures. Exceptional attention to detail, strong organizational skills, accountability, and the ability to identify and resolve data inconsistencies are essential to prevent errors that may affect scheduling, billing, reporting, or service delivery.

Key Duties and Responsibilities

1. Data Entry and Record Management

- Enter all sales, service orders, customer information, service requests, and account updates accurately and promptly into the appropriate company systems.
- Ensure all required information is entered completely, consistently, and in the correct fields.
- Verify customer names, contact information, property addresses, service descriptions, pricing, quantities, service dates, and other relevant details.
- Ensure sales and services are entered under the correct customer account, property, company, branch, and service season.
- Maintain accurate and up-to-date customer records, sales information, and service order details.
- Review source documents, quotes, customer approvals, and supporting information before entering or updating records.
- Identify and prevent duplicate entries, missing information, incorrect data, and inconsistent records.
- Update existing records promptly when changes are received, ensuring information remains current and accurate.
- Maintain organized electronic records and supporting documentation for easy retrieval and reference.
- Establish data entry priorities based on deadlines, operational needs, and the importance of the information being processed.

2. Sales Entry, Confirmation and Verification

- Enter all confirmed sales into the system accurately and ensure the information reflects the services agreed upon with the customer.
- Review and verify sales information against approved quotes, customer authorizations, pricing, service selections, and applicable terms.
- Confirm that all required sales details and documentation are complete before finalizing records.
- Verify that the correct services, quantities, pricing, discounts, and customer details have been recorded.
- Identify discrepancies between quotes, sales confirmations, and system entries and follow up to ensure corrections are completed.
- Track sales that are pending confirmation, incomplete, missing documentation, or requiring clarification.
- Ensure changes to sales and service agreements are updated accurately and communicated to the appropriate team members.
- Maintain reliable records of sales confirmations, adjustments, corrections, and outstanding items.

3. Service Order Entry and Tracking

- Create, enter, update, and maintain service orders based on confirmed sales and approved service requests.
- Verify that service orders accurately reflect the services sold, including customer information, property details, service descriptions, pricing, instructions, and applicable notes.
- Ensure service orders are entered into the correct system and are associated with the appropriate customer and property.
- Track service orders throughout the process, from initial entry and confirmation through scheduling and completion.
- Review service order statuses and identify orders that are incomplete, pending, missing information, or requiring follow-up.
- Verify that service completion dates are entered accurately and correspond with available service records.
- Review completed service orders to ensure all required information has been recorded and no outstanding details remain.
- Follow up with the appropriate team members regarding missing completion dates,



discrepancies, incomplete orders, or unrecorded service changes.
- Ensure cancellations, rescheduling, service adjustments, and customer-requested changes are documented accurately.
- Maintain accurate service records to support scheduling, invoicing, reporting, and operational decision-making.

4. Data Integrity and Quality Control

- Conduct daily reviews of entered sales, service orders, customer records, and service completion information to ensure data accuracy and integrity.
- Verify that all entered information is complete, consistent, and compliant with company policies and procedures.
- Identify and investigate data entry errors, duplicate records, missing fields, incorrect pricing, inaccurate service details, and conflicting information.
- Correct errors promptly when authorized and escalate issues requiring clarification or management approval.
- Review completed entries to ensure corrections have been made and information is accurate before records are considered finalized.
- Maintain a record of identified errors, outstanding corrections, follow-up actions, and recurring data quality issues.
- Monitor data entry accuracy and identify patterns or recurring mistakes that may require process improvements or additional training.
- Ensure that information is not considered complete until all required fields, confirmations, and supporting details have been reviewed.
- Follow established procedures to protect the reliability and consistency of company records.
- Communicate recurring concerns and recommend improvements to the Office Manager.

5. Data Tracking and Follow-Up

- Maintain an organized tracking process for sales entered, sales awaiting confirmation, service orders requiring review, incomplete records, and completed services.
- Monitor outstanding items to ensure missing information and discrepancies are addressed in a timely manner.
- Review service orders with missing or questionable completion dates and follow up with the appropriate staff.
- Track corrections and updates to ensure identified issues are resolved rather than left outstanding.
- Maintain visibility of records awaiting approval, customer confirmation, additional documentation, or internal clarification.
- Review completed data entry tasks to confirm that all required steps have been completed accurately.
- Provide regular updates to the Office Manager regarding outstanding entries, unresolved discrepancies, and data quality concerns.
- Assist with preparing reports or summaries related to data entry completion, outstanding service orders, sales verification, and record accuracy.
- Ensure information is up to date before it is used for billing, invoicing, scheduling, or reporting.

6. Database Maintenance and Process Compliance

- Maintain the accuracy and organization of company databases by entering new information and updating existing records.
- Follow established data entry standards, naming conventions, documentation requirements, and internal procedures.
- Ensure records for Yardworx Calgary, Yardworx Edmonton remains separate and are entered into the correct systems.
- Maintain consistency in how sales, services, customer information, and completion details are recorded.
- Identify outdated, incomplete, inconsistent, or redundant information and coordinate appropriate corrections.
- Follow company procedures for handling incomplete documentation or information that cannot be verified.
- Report system issues, recurring data entry challenges, and opportunities to improve data accuracy.
- Assist with data cleanup, record reviews, and process improvement projects as assigned.

7. Communication and Team Support

- Communicate with CSRs, sales representatives, operations staff,



and management to obtain missing information and resolve discrepancies.
- Follow up promptly when sales details, service information, customer approvals, or completion records are incomplete.
- Clearly communicate corrections, outstanding requirements, and data quality concerns to the appropriate team members.
- Maintain organized email inboxes and ensure relevant correspondence is properly documented or filed.
- Respond to customer inquiries and incoming communications professionally and accurately.
- Answer phone calls, respond to emails and voicemails, and manage customer inquiries in accordance with company expectations.
- Provide guidance to team members on data entry procedures and accuracy standards, as directed.
- Assist the Office Manager in identifying training needs and reinforcing consistent data entry practices.
- Ask questions and seek clarification whenever information is incomplete, inconsistent, or unclear.

8. Administrative and Accounting Support

- Assist the Office Manager with billing, invoicing preparation, accounting, and month-end administrative tasks.
- Verify that sales and service records contain the necessary information before being used for invoicing or financial reporting.
- Identify discrepancies between recorded sales, service orders, and completion information that may affect billing.
- Assist with reviewing records, correcting data inconsistencies, and gathering missing documentation.
- Support administrative projects, data reviews, and reporting requirements as assigned, including occasional weekend or holiday support when required.

9. Customer Service and Sales Support

- Maintain professional and positive communication with customers and staff.
- Enter new leads, seasonal renewals, site maps, and sales information accurately into company systems.
- Follow up on leads and customer inquiries and ensure related information is documented properly.
- Maintain knowledge of company services, pricing, procedures, and service terms.
- Support sales activities, including cold and warm calling, with a target of at least 25 calls per day where applicable.
- Identify opportunities for additional services, cross-selling, and upselling.
- Ensure sales-related information and customer commitments are accurately recorded and communicated.

Additional Projects – As Assigned

- Lead shared email inbox management, including reviewing incoming messages, distributing requests, tracking outstanding items, and filing completed correspondence.
- Assist with database audits, data cleanup, record verification, and quality control projects.
- Support the development and improvement of data entry procedures, tracking tools, and internal reporting.
- Take ownership of assigned administrative projects and ensure deadlines and accuracy requirements are met.
- Complete other related duties as required.

Key Performance Expectations

- Data accuracy: Sales, service orders, and customer records are entered correctly and consistently.
- Data completeness: Required information and supporting documentation are present before records are finalized.
- Sales verification: Sales details are reviewed against quotes, approvals, pricing, and services purchased.
- Service order integrity: Service orders accurately reflect confirmed sales and approved service requirements.
- Completion tracking: Service completion dates and statuses are recorded accurately and outstanding items are followed up on.
- Quality control: Daily data checks are completed, errors are identified, and corrections are tracked through resolution.
- Record maintenance: Company databases remain organized, current, and free from avoidable duplication and inconsistencies.
- Accountability: Missing information and unresolved discrepancies are actively tracked and escalated as needed.
- Process compliance: Company procedures and established data entry standards are consistently followed.
- Administrative support: Accurate records are maintained to support invoicing, reporting, scheduling, and month-end processes.

Pay: $20.00-$23.00 per hour Expected hours: 40.0 per week

Perks

- Casual dress
- On-site parking
- Wellness program

Work Location: In person

📌 Data Entry & Integrity Customer Service Representative (Calgary)
🏢 Yardworx
📍 Calgary