Zoho Data Migration & ERP Administrator
Department: Administration / Operations / IT
Reporting To: Senior Management / Operations Manager
Employment Type: Full-Time
Location: Kochi, Kerala
About the Role
We are looking for a highly organised and detail-oriented Zoho Data Migration & ERP Administrator to support the implementation, migration and ongoing maintenance of our Zoho platform.
The successful candidate will be responsible for collecting, cleaning, validating, organising and entering existing company data into Zoho. This will include employee/personnel information, client and company data, project information, project teams, project records, documents and other operational data.
The role will involve coordinating with HR, Finance, Projects, Design, Administration and Management teams to ensure that information is accurately migrated and maintained within Zoho.
This is a data-critical role, and the candidate must have excellent attention to detail, strong Excel skills and the ability to work with large volumes of information while maintaining confidentiality and accuracy.
Key Responsibilities1. Zoho Data Migration
- Lead the collection and migration of existing company data into the relevant Zoho applications.
- Review existing data from Excel sheets, databases, documents and other systems.
- Prepare data for migration by cleaning, formatting, standardising and removing duplicate or obsolete records.
- Create and maintain structured import templates for Zoho.
- Perform bulk data uploads and individual data entry into Zoho.
- Verify migrated data against original source records.
- Identify and resolve data inconsistencies, missing information and duplicate records.
- Maintain a clear record of migrated, pending and verified data.
2. Employee & Personnel Data
Manage the migration and maintenance of information relating to 200+ employees, including:
- Employee names and employee IDs
- Contact information
- Department and designation
- Reporting manager
- Date of joining
- Employment status
- Location / office
- Departmental information
- Role and responsibility information
- Relevant HR and administrative information
- Other approved employee master-data fields
Ensure that employee records are correctly categorised and linked within Zoho.
3. Project Data Migration
Collect, organise and migrate project-related information, including:
- Project names and project codes
- Client information
- Project locations
- Project type
- Project managers / team members
- Project start and completion dates
- Project status
- Project stages
- Project budgets / commercial information where authorised
- Project deliverables
- Project documentation and relevant references
- Project contacts
- Historical project information
Ensure appropriate relationships are established between Clients → Projects → Employees / Project Teams → Tasks / Deliverables wherever supported by the Zoho system.
4. Client & Company Master Data
- Create and maintain client and company master records.
- Enter client contact details and relevant organisational information.
- Identify and eliminate duplicate client records.
- Standardise naming conventions and data formats.
- Maintain accurate relationships between clients and projects.
- Ensure historical and active client information is properly categorised.
5. Data Quality & Validation
- Conduct regular data-quality checks.
- Cross-check Zoho records against source documents.
- Identify missing, incorrect, duplicated or inconsistent information.
- Maintain data accuracy and consistency across different Zoho modules.
- Develop and maintain data-entry standards and naming conventions.
- Maintain a migration checklist and data validation tracker.
6. Zoho Administration Support
- Support day-to-day administration of Zoho applications as required.
- Assist users with basic Zoho-related queries.
- Support creation and maintenance of records, fields, categories and master data.
- Coordinate with Zoho consultants / implementation partners when required.
- Assist in testing new Zoho workflows, forms and processes.
- Report system issues, data issues and process gaps to management.
7. Coordination & Reporting
- Coordinate with HR, Finance, Project Management, Design and Administration teams to obtain required information.
- Follow up with department heads for missing or incomplete data.
- Prepare regular reports on migration progress.
- Maintain a tracker showing completed, pending and rejected records.
- Highlight data gaps and potential risks to management.
- Support management in establishing standardised data-management procedures.
8. Documentation & Process Management
- Maintain documentation of data migration procedures.
- Maintain master templates and data dictionaries.
- Document Zoho data-entry standards.
- Maintain records of changes made to master data.
- Prepare simple SOPs for data entry and data maintenance.
- Ensure proper version control of migration files and templates.
Required Skills & QualificationsEssential
- Bachelor's degree / Diploma in Business Administration, Computer Applications, IT, Data Management or a related field.
- 2–5 years of experience in data management, ERP administration, CRM administration, data migration or similar roles.
- Strong knowledge of Microsoft Excel, including:
- VLOOKUP / XLOOKUP
- Pivot Tables
- Conditional Formatting
- Data Validation
- Sorting and filtering
- Duplicate identification
- Basic data cleansing
- Strong attention to detail and accuracy.
- Ability to work with large datasets.
- Good organisational and documentation skills.
- Ability to coordinate with multiple departments.
- Good written and verbal communication skills.
- Ability to maintain strict confidentiality of employee and company information.
Desirable
- Previous experience with Zoho One / Zoho People / Zoho Projects / Zoho CRM / Zoho Books.
- Experience in ERP or CRM implementation / migration.
- Experience migrating data between Excel, ERP, CRM or HR systems.
- Knowledge of data-import templates, CSV files and bulk uploads.
- Basic understanding of workflows, forms, modules and relationships within Zoho.
- Experience working in a 100+ employee organisation.
Personal Attributes
The ideal candidate should be:
- Extremely detail-oriented
- Systematic and organised
- Comfortable working with repetitive but highly important data tasks
- Proactive in identifying errors and inconsistencies
- Able to work independently
- Good at following processes and deadlines
- Comfortable coordinating with senior employees and department heads
- Trustworthy and discreet when handling employee and company information
- Willing to learn and develop into a broader Zoho Administrator / ERP Administrator role
Key Performance Indicators (KPIs)
The candidate will be evaluated based on:
- Data Accuracy – Accuracy of employee, client and project records.
- Migration Completion – Completion of assigned migration activities within agreed timelines.
- Data Quality – Reduction of duplicate, incomplete and inconsistent records.
- Verification Rate – Percentage of migrated records successfully validated.
- Timeliness – Completion of data-entry and migration tasks according to project deadlines.
- System Adoption Support – Effective support provided to internal users.
- Documentation – Proper maintenance of migration trackers, templates and SOPs.
- Data Integrity – Maintaining consistent and reliable information across Zoho modules.
Initial 3–6 Month Objective
During the initial implementation phase, the successful candidate will be expected to:
Phase 1 – Data Audit
- Identify all existing employee, client and project data sources.
- Assess data quality and identify duplicates / missing information.
Phase 2 – Data Preparation
- Standardise and clean the existing data.
- Create Zoho-compatible migration templates.
Phase 3 – Migration
- Migrate employee, client and project master data into Zoho.
- Establish appropriate relationships between records.
Phase 4 – Verification
- Cross-check migrated data against source information.
- Correct errors and complete missing information.
Phase 5 – Ongoing Administration
- Maintain Zoho master data.
- Support new employee and project onboarding.
- Maintain data quality and assist departments with Zoho usage.
Pay: ₹25,000.00 - ₹57,515.02 per month
Benefits:
- Health insurance
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person
