6 Common Examples of Administrative Tasks (With Resume Tips)
Administrative professionals coordinate information and provide support in an office environment. The responsibilities of an administrative professional vary by industry, but many common tasks they perform can include scheduling, organising, bookkeeping and customer service.
Familiarising yourself with some key administrative tasks and learning the skills necessary to perform them can help you articulate your administrative skills and experiences on your resume. In this article, we discuss six common administrative duties, explore the hard and soft skills required to perform them and provide helpful tips for highlighting your administrative skills on your resume.
What are administrative tasks?
Administrative tasks are duties and responsibilities performed by an administrative professional who provides office support for an organisation or business. Common administrative tasks include answering and transferring phone calls, managing email enquiries, processing and transferring data, scheduling appointments and many other responsibilities that help maintain a productive office workplace.
Administrative professionals can perform these tasks more efficiently when they have a strong knowledge of computers and programming software. It can also benefit them to possess essential hard and soft skills, such as good written and oral communication and teamwork skills.
6 common examples of administrative responsibilities
Here are six common tasks you may complete when working as an administrative professional:
1. Answer and direct phone calls
A common administrative responsibility is answering and directing calls professionally. This task may require you to provide customers and clients with information about the business or resolve any queries they may have. Your ability to perform this task professionally is important because it can be the first impression a caller has of the business. Answering with a professional greeting and speaking clearly with a positive tone can be an effective way to perform this task.
2. Send emails to clients
Sending emails to clients is an important task you may encounter as an administrative professional. Email is an effective way to convey information to a client. It can help a business communicate in a cost-effective manner and keep a permanent record of correspondences for future reference. You may use email daily for tasks such as providing business or service information to a client, scheduling or rescheduling meetings, dispatching automated notifications and responding to client queries. Having knowledge of email templates and possessing strong written communication skills can help you perform these tasks.
3. Perform data entry
As an administrative professional, a common task you may encounter is data entry. Data entry involves entering electronic or raw data into a company's software application or database. This can include tasks such as updating customer information, reviewing data and eliminating errors, merging data from different systems, entering accounting records and entering phone conversations into a database.
When performing data entry, you can experience large volumes of information daily. Companies often require this information to be organised correctly and kept confidential. Having technical knowledge of transcription and computer software can help you perform data entry tasks.
4. Schedule appointments
Another common task you may encounter as an administrative professional is scheduling appointments. Scheduling responsibilities might involve managing an employer's calendar, planning weekly schedules, making phone calls to determine client appointment times, scheduling patient referrals and follow-up appointments and booking venues or meeting rooms. To perform scheduling tasks efficiently, it can help to have good verbal communication and reporting skills.
5. Use office-related technology
The ability to use office-related technology is a common requirement for completing administrative duties. In your workplace, for example, there may be maintenance tasks that require a knowledge of printers, scanners and fax machines. There might be other occasions where you're tasked with updating a company's website or blog, which can require an understanding of publishing software. You might also encounter tasks where you're responsible for preparing online conferences, which may require knowledge of video conference software. Keeping up to date with technology and software can help you perform administrative duties.
6. Onboarding new team members
As an administrative professional, helping to integrate new employees into an organisation can be another common task you may encounter. Onboarding tasks can include introducing new employees to management and connecting them with colleagues, demonstrating how to use relevant software, showing them where they can find documentation records and files and other tasks and procedures necessary for helping a new employee adjust. Developing your interpersonal skills can help you communicate with new employees and help them integrate into their new working environment.
Examples of administrative skills
There are many hard and soft skills required to perform administrative tasks effectively. Here are some of the key skills you might consider when writing your resume or cover letter:
When performing administrative responsibilities, having communication skills can be crucial. Many tasks require an ability to listen and respond carefully to queries and instructions. For example, taking phone messages, sending emails, greeting visitors and communicating with management. Having verbal and non-verbal communication skills can also help you develop relationships with colleagues and present information to groups.
Organisation skills are important for an administrative professional because they can help you maintain an orderly workspace and complete tasks promptly. Many administrative duties require organisational skills. For example, you may perform tasks such as taking regular inventory of office supplies, staying up to date on payroll tasks, organising office files and reports and scheduling calendars for upper management.
There can be many administrative positions where you're required to work in a team environment. Having teamwork skills can help you collaborate more effectively on administrative projects, agree on common goals, provide support and encourage team members to deliver outcomes more effectively. Having strong teamwork skills can also help you be more empathic to others' needs and communicate more effectively.
Having time management skills can help to ensure you complete your administrative duties on time. Many administrative tasks can require time management skills. For example, processing financial reports weekly, prioritising schedules and work tasks, setting goals and managing resources. As an administrative professional, you can be responsible for not only organising your own schedule but also organising the schedule for upper management and other members of an organisation. This is why having time management skills is so important.
Problem-solving skills are an important part of being an administrative professional because there can be many workplace instances where you're required to provide a solution to an office-related problem. For example, you may have to reschedule travel itineraries for upper management at the last minute or a conference room you booked may no longer be available.
When unforeseen issues like these arise, you can employ critical thinking and troubleshooting skills to rearrange alternative plans and provide a timely solution. Problem-solving skills can also help you develop employee relations by providing you with the ability to resolve workplace conflict and provide solutions to team-related problems.
Tips for highlighting administrative skills on your resume
Here are some useful tips to help you highlight your administrative skills on your resume:
Highlight your organisation skills
Many administrative duties can involve using organisation skills. Stating administrative duties you've performed that demonstrate your organisation skills can help your resume stand out. For example, you might include your experience in organising documents and maintaining databases or your experience in organising an inventory log and recording supply purchases.
Example: Maintained Chief Financial Officer's calendar, scheduled meetings and coordinated departmental daily activities.
Highlight your bookkeeping skills
An administrative professional who has experience in performing bookkeeping and other finance-related tasks can provide valuable skills to a business. Stating your bookkeeping skills and experiences in your resume can help make you stand out among other candidates who may not have finance-related experiences. When highlighting your bookkeeping skills, you can state your experience in monitoring company finances and compiling financial reports or your experience in compiling a list of receipts of office expenses.
Example: Processed payments from clients and maintained documents for accuracy and transparency.
Highlight your scheduling skills
A significant number of administrative duties can often rely on your ability to organise the work schedules of senior staff members and help prioritise their time effectively. Scheduling is a critical part of administration. Hiring managers may look closely at a candidate's experience in this area to ensure they can perform the job's required scheduling tasks. To help make your resume stand out, you can include experience in scheduling events and office activities or experience in scheduling appointments for managers.
Example: Supported medical centre phone calls, scheduling client appointments and documenting service requests.