Data Entry Specialist | WFH | Project-based

Job Description

School photography runs on precision. Every student photo matched to the right name, every job rendered on time, every school's expectations met without exception. This is a Data Entry role built for someone who takes accuracy seriously and understands that a single unmatched record can hold up an entire print run for hundreds of students. THE ROLE You will sit at the centre of a school photography production workflow, managing the data lifecycle from the moment a school sends its student lists through to the point a completed job is cleared for print. This is not passive data entry — you will be the person who catches errors before they become production problems, corresponds directly with school administrators to resolve discrepancies, and keeps multiple concurrent jobs moving simultaneously during peak season. The volume is real, the deadlines are firm, and the accuracy standard is non-negotiable. What You Will Do ▸ Collect pre-photo day data from schools via email — student lists, staff records, and special instructions — and enter all information accurately into the internal production database before each scheduled shoot date. ▸ Use Timestone or equivalent image-matching software to match student and staff images to their corresponding records after each photo day, verifying accuracy at every stage of the process. ▸ Perform quality checks on all matched data before jobs advance to the rendering stage, identifying and resolving discrepancies by liaising directly with schools and internal branches via email. ▸ Render completed jobs for printing once client approvals are received, following the internal production workflow and meeting agreed turnaround deadlines without exception. ▸ Maintain and update the production database and CRM tools including Google Docs, keeping all job records current, accurate, and accessible to the broader production team at all times. ▸ Manage email-based communication with school contacts and internal branch staff independently and professionally — chasing missing information, confirming job details, and resolving data issues without escalation. ▸ Conduct regular data audits to identify and correct errors before they reach the print stage, and manage multiple concurrent school jobs during peak season with clear prioritization by production deadline. WHAT YOU BRING ✔ Strong problem-solving skills and common sense , with the ability to understand how information connects across different systems and processes. ✔ Good Excel skills , particularly in formatting, organising, manipulating, and working with data. ✔ Ability to quickly learn and understand new software and systems — previous Timestone or school photography experience is preferred . ✔ Strong accuracy and attention to detail , with the ability to maintain quality while working at speed in a high-volume production environment. ✔ Ability to follow established policies, guidelines, and processes while working independently and consistently meeting deadlines and production requirements. ✔ Willingness to work weekends and overtime when required , particularly during peak production periods. WORK ARRANGEMENT This is a full work-from-home role. You will work from your own home office, and a quiet, dedicated workspace with a stable internet connection is required to perform this role effectively. WHY STAFF X Staff X is a certified Great Place to Work employer in the Philippines for multiple consecutive years. Benefits include: ✦ Free training and professional development policy ✦ Exposure to clients in Australia, the US, and the UK Compensation Competitive salary commensurate with experience, plus the full Staff X benefits package. COMMITMENT This is a contractor engagement. You will work as an independent contractor, not as a Staff X employee. You are responsible for your own taxes, benefits, and statutory obligations. The client and Staff X expect a professional service relationship with clear deliverables. This is not an employee role and does not include the standard Staff X employment benefits. Send your resume to apply@mystaffx.com to be considered for this Data Entry role. Include "Data Entry" in your subject line and be ready to demonstrate your experience managing high-volume records in a deadline-driven environment.