Job Description: Cost Control Data Entry Coordinator
Job Title: Cost Control Data Entry Coordinator
Department: Finance / Cost Control / Accounts
Reports To: Cost Controller / Finance Manager / Accounts Manager
Location: [Company Location]
Position Summary
The Cost Control Data Entry Coordinator is responsible for accurately recording, monitoring, and maintaining cost-related data to support effective cost control and financial decision-making. The role involves data entry, cost tracking, invoice verification, report preparation, and coordination with procurement, finance, and operations teams to ensure accurate cost reporting and compliance with company procedures.
Key Responsibilities
Data Entry & Record Management
- Enter and maintain accurate cost data in accounting and cost control systems.
- Update records related to purchases, invoices, stock movements, and operational costs.
- Ensure all data entries are timely, complete, and error-free.
- Maintain organized digital and physical records for audit and reference purposes.
Cost Control Support
- Assist in monitoring project and operational costs against approved budgets.
- Record and track expenses for materials, labor, services, and overheads.
- Support cost analysis by providing accurate and updated cost data.
- Highlight discrepancies, variances, or unusual cost patterns to management.
Invoice & Document Processing
- Verify invoices against purchase orders, delivery notes, and contracts.
- Ensure proper documentation and approvals before processing payments.
- Coordinate with suppliers and internal departments to resolve discrepancies.
- Assist in preparing payment summaries and cost allocation reports.
Reporting & Analysis
- Prepare daily, weekly, and monthly cost reports as required.
- Assist in generating cost summaries, variance reports, and budget comparisons.
- Support the finance team in preparing management reports.
- Maintain updated cost databases for analysis and decision-making.
Coordination & Communication
- Liaise with procurement, stores, finance, and project teams for cost-related information.
- Follow up on missing documents, approvals, and cost details.
- Communicate effectively with internal departments to ensure data accuracy and completeness.
Compliance & Documentation
- Ensure adherence to company financial policies and cost control procedures.
- Maintain confidentiality of financial and cost-related information.
- Support internal and external audits by providing required documentation and records.
- Ensure proper filing and archiving of cost documents.
System & Process Support
- Use accounting software, ERP systems, or cost control tools for data entry and reporting.
- Assist in improving data entry accuracy and cost tracking processes.
- Identify opportunities to streamline data management and reporting workflows.
Qualifications
- Bachelor's Degree or Diploma in Accounting, Finance, Business Administration, or a related field.
- Additional certification in accounting or data management is an advantage.
Experience
- Minimum 1–3 years of experience in data entry, accounting, cost control, or administrative finance roles.
- Experience in construction, manufacturing, or project-based industries is preferred.
- Familiarity with ERP systems or accounting software (e.g., SAP, Tally, Oracle) is an advantage.
Skills & Competencies
- Strong attention to detail and accuracy in data entry.
- Good understanding of basic accounting and cost control principles.
- Proficiency in Microsoft Excel and data management tools.
- Ability to analyze and organize large volumes of data.
- Strong communication and coordination skills.
- Time management and ability to meet deadlines.
- Integrity and ability to handle confidential financial information.
Key Performance Indicators (KPIs)
- Accuracy of data entry and reporting.
- Timeliness of cost updates and reports.
- Reduction in cost discrepancies and errors.
- Efficiency in invoice processing and documentation.
- Compliance with financial and cost control procedures.
Personal Attributes
- Detail-oriented and highly organized.
- Honest, reliable, and responsible.
- Proactive and willing to learn.
- Team player with a cooperative attitude.
- Calm and efficient under pressure.
Working Conditions
- Full-time office-based position.
- May require coordination with multiple departments and occasional overtime during reporting periods.
- Work involves handling financial and operational data regularly.
