Administrative & Data Entry Clerk

The Administrative & Data Entry Clerk provides administrative, records management, and data entry support to the Human Resources and Payroll teams. This role is responsible for accurately entering, updating, auditing, and maintaining employee and organizational information across multiple systems while ensuring documentation is complete, organized, and error-free.

The ideal candidate is highly detail-oriented, thrives in a fast-paced environment, enjoys working with data and documentation, and takes pride in identifying and correcting discrepancies before they become issues. Success in this role requires strong organizational skills, a commitment to accuracy, and the ability to manage a high volume of administrative tasks while maintaining confidentiality.

Key Responsibilities

• Accurately enter, update, verify, and maintain employee and organizational information within company systems and databases.
• Review records, forms, and documentation for completeness, accuracy, and consistency, identifying and correcting errors or discrepancies as required.
• Process and organize a high volume of employee-related documentation, including onboarding, payroll, benefits, leave, and employment change records.
• Prepare, track, scan, file, and maintain electronic and physical records in accordance with company procedures.
• Conduct regular audits of employee files and system records to ensure data integrity and accuracy.
• Coordinate the collection, verification, and submission of information required for payroll processing and employee record updates.
• Assist with preparing correspondence, reports, spreadsheets, and administrative documents.
• Respond to routine inquiries and provide administrative support to internal stakeholders.
• Support HR and Payroll with general administrative tasks, special projects, and process improvement initiatives.
• Maintain strict confidentiality when handling sensitive employee and company information.

Qualifications

• Previous experience in an administrative, data entry, records management, or office support role.
• Exceptional attention to detail with a demonstrated ability to identify errors, inconsistencies, and missing information.
• Strong data entry skills with a high degree of accuracy.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience working with databases, ERP systems, payroll systems, or HRIS platforms is considered an asset.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.

Key Attributes

• Highly detail-oriented with a strong focus on accuracy and quality.
• Naturally curious and proactive in identifying discrepancies, errors, and opportunities for improvement.
• Thrives in a fast-paced, high-volume environment.
• Organized, dependable, and able to manage competing priorities effectively.
• Quick learner who adapts easily to new systems and processes.
• Self-motivated and capable of working independently while contributing to a collaborative team environment.
• Takes pride in producing accurate work and maintaining well-organized records and documentation.

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers.