Being an office administrator means that you need to have a certain set of skill in order to be successful at your job. These skills include good communication abilities, interpersonal skills, time management skills and an organised approach to life. There are other vital skills you will need if you want to become an office administration professional, which are outlined below.

Time management skills

Any office administration courses will teach you the importance of time management. When you are regularly juggling multiple tasks at once, you will need to hone and develop your time management skills so you do not become stressed and lose focus on your job.

Senior executives expect their office admin staff to be able to finish tasks on time and without delays or excuses. Having time management skills means that you are able to perform each task with equal attention, as well as handling your other office duties. It is a vital skill for anyone who is in the corporate environment but even more so for administrative professionals.

Strong written and verbal communication abilities

Having strong written and verbal communication skills is vital for any office administrator, as your company needs to know that they can trust you to be the face and voice of all of their employees, including the CEOs and managers.

These skills include handling incoming and outgoing correspondence from customers, suppliers and partners in an efficient and professional manner. It is important that you keep a friendly demeanour in all verbal communication, especially when dealing with clients face-to-face. A diploma in office administration will help you to hone these skills and make you adept at both written and verbal communication.

Technology skills

With the rapid growth of technology in office spaces, office administration professionals are expected to be able to effectively operate computers and software programmes including spreadsheets, databases, word processing and graphic presentation software.

Proficiency in Microsoft Office Word, Excel and PowerPoint is expected by many employers, as is the ability to send, receive and type up emails. Your employer may rely heavily on technology for communication, so it is vital their office administration staff to be able to use a computer comfortably and without too much guidance. You may be tasked with helping to layout newsletters and manuals, which you may need to take courses in to understand these processes.

Flexibility and adaptability

Being able to think on your feet and adapt to any situation is one of the more important skills that you will need to become a successful office administrator. With all the items you need to check off of your daily to-do list, it is no surprise that employers value office admin staff who are flexible and able to cope with changing situations.

You may never get an extreme request, such as ‘Help me get a snake out of the bathroom’, but a successful office administrator should be able to perform tasks outside of their job description with little to no hassle whatsoever. You will need to take on extra responsibility with a smile, something that is often expected of many who work in the administrative industry.

Initiative and problem-solving skills

Taking the initiative when a problem arises is related to having adaptability skills, but it also means that you are able to work autonomously. You should be able to think for yourself and use your initiative when it comes to tasks that are assigned to you, as well as being able to think creatively to solve problems.

Showing your employers that you do not have to be supervised while working will instil your value in their minds, and could lead to a promotion or salary increase. Being able to problem-solve by thinking out of the box will garner respect from other employees, and means that you will be able to work more efficiently and effectively. As an office administrator, taking the initiative is part and parcel of the job, and you can hone this skill with office administration courses.

A positive attitude

While a positive attitude is not necessarily a ‘skill’, it is a personality attribute that leads to good interpersonal skills, something which administrators need to have. A positive attitude helps to build rapport with your colleagues and helps to make interactions with them easier and more effective from an administrative point of view.

Your employers will value you if you take on every new situation with a positive outlook and with a ‘can-do’ mentality. Your attitude will need to extend to clients and partners too, as you are seen as the ‘face’ of your company and presenting a sour face to clients is not advisable. Having a positive attitude will also make your working day more pleasant and your communication will be better received by your colleagues.