Data Entry Specialist

About Inspira Education

Inspira Education Group is among the fastest expanding edtech startups in the United States. Our core mission is to democratize access to premier coaching, ensuring that every student globally has an equal chance to pursue the finest opportunities. As the foremost network of top admissions coaches specializing in medical, legal, business, and college fields, we develop integrated software and services to revolutionize traditional application procedures, aiming to provide a level playing field for candidates from varied backgrounds worldwide. We are proudly backed by top-tier venture capitalists including Zeev Ventures, Quiet Capital, Craft Ventures, and Jeff Fluhr, Founder of Stubhub.

Role Overview

The Data Entry Specialist plays a pivotal role in maintaining a seamless sales process. Collaborating across sales, operations, and student success teams, you will ensure that sales pipelines are accurate, documentation is organized, and Enrollment Managers can dedicate their energies toward enrolling and supporting prospective students. This critical position is based onsite at our New York City office (Gramercy) and demands attentiveness to detail, consistency, and timely action.

Key Responsibilities

• Manage client contracts and enrollment documentation through preparation, distribution, and monitoring signatures.
• Engage actively with clients and Enrollment Managers to guarantee the completion of agreements prior to service commencement.
• Maintain systematic records of signed contracts, amendments, and pertinent client files.
• Ensure daily maintenance and precision of CRM (HubSpot) data, including deals, contacts, products, and tickets.
• Update CRM records promptly to keep team-wide information current.
• Track the student inquiry to enrollment workflow, identifying potential bottlenecks and informing sales and leadership teams as needed.
• Conduct regular CRM audits to remove duplicate records, enforce required data fields, and rectify inconsistent or outdated information.
• Develop and uphold data entry protocols that guarantee reliable reporting across sales pipelines.
• Implement validation rules and automated checks to prevent erroneous data input.
• Reconcile CRM data with billing and enrollment systems to identify and resolve discrepancies.
• Keep comprehensive documentation on data definitions, field applications, and naming standards for team reference.
• Oversee payment platforms (Stripe and PaySimple), ensuring payment data accuracy and Timely transaction processing.
• Manage collections activities for late payments through reminders, client coordination, and escalation procedures.
• Collaborate with leadership to evolve payment terms, installment options, and billing workflows aligned with company growth.
• Address payment issues such as failures, disputes, and refunds professionally and quickly.
• Generate standard reports and data extracts to inform sales operations leadership for strategic planning.
• Document sales processes, playbooks, and standard operating procedures, as well as identify improvement opportunities.
• Assist with the evaluation and implementation of sales technology tools and integrations to enhance efficiency.
• Stay informed about CRM advancements, AI applications, and other technological tools to optimize team productivity.
• Work closely with sales, operations, and student success teams to ensure smooth handoffs and coordinated client management.
• Provide ongoing administrative support to maintain accurate records and assist with onboarding new sales operation tools.

Qualifications and Skills

• Minimum of 2 years’ experience in accounting, bookkeeping, sales or revenue operations, business operations, or similar analytical role.
• Exceptional written and verbal communication skills capable of managing client expectations and clarifying complex contract details sensitively.
• Demonstrated dedication to maintaining clean, accurate data including experience leading data hygiene initiatives.
• Familiarity with payment processing platforms such as Stripe and PaySimple.
• Experience handling contracts and deal documentation, with knowledge of e-signature tools like DocuSign or PandaDoc being advantageous.
• Proficient with CRM systems, preferably HubSpot, and quick adaptability to new software.
• Advanced skills in Excel or Google Sheets; familiarity with business intelligence tools like Looker or Tableau is a plus.
• Highly detail-focused, adept at identifying and rectifying process inefficiencies.
• Strong organizational capabilities to ensure tasks and follow-ups are reliably executed without oversight.
• Comfortable engaging in collections discussions professionally and empathetically.
• A proactive self-starter mindset, thriving in a fast-moving startup environment with some ambiguity.
• Enthusiasm for exploring new technologies like AI and CRM enhancements to streamline workflows.
• Passion and genuine interest in education, admissions processes, or aiding students to attain transformative educational results.

Why Join Inspira Education?

• Collaborate with passionate professionals driven by inspiring values and vision.
• Partake in a mission-focused culture emphasizing student achievement and success.
• Receive mentorship directly from senior leadership.
• Opportunity to contribute meaningfully to the educational technology space.
• Company-covered health, dental, and vision insurance plans.
• Flexible paid time off policies and designated holidays.
• 401(k) retirement plan with employer matching contributions.

Compensation

Annual salary is $75,000.

Equal Opportunity

Inspira Education Group offers equal employment opportunities regardless of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other characteristic protected by law.