16 Customer Service Administrator Skills for Your Career and Resume

Customer service administrators are responsible for managing customer service operations and ensuring that customers are satisfied with the company’s products and services. They need to have a variety of skills to be successful in this role, including customer service skills, communication skills, and organizational skills. If you’re interested in becoming a customer service administrator, learning about these skills can help you prepare for the job.

MS Office

Customer service administrators often use Microsoft Office programs like Word, Excel and PowerPoint to complete their work. These programs are used for creating documents, spreadsheets and presentations that can be shared with other employees or customers. Customer service representatives also use these programs when taking notes on customer feedback or recording information about sales transactions.

CRM Software

Customer relationship management software is a set of tools that customer service representatives can use to track and analyze their interactions with customers. This allows them to identify trends in customer behavior, which can help them provide more effective support. For example, if several customers ask the same question about a product, the representative can add it to their CRM so they can answer it quickly for future customers.

Telephone Etiquette

Customer service representatives often communicate with customers over the phone, so it’s important to have strong telephone etiquette. You should be friendly and courteous when speaking with customers, answer their questions thoroughly and maintain a professional tone throughout your conversations. It’s also helpful to remember details about previous customer interactions so you can provide consistent support.

Customer Service

Customer service skills are the abilities you use to interact with customers. These include your ability to listen, respond and solve customer issues. Customer service is a large part of any job in this field, so it’s important that you have strong customer service skills. Your customer service skills can help you build relationships with customers and improve the company’s reputation.

Invoicing

Invoicing is the process of creating and sending an invoice to a customer. Customer service administrators often use invoicing when selling products or services, so it’s important for them to understand how to create and send these documents. Invoicing can also help you track your business’s sales and expenses.

Account Management

Customer service administrators often oversee a team of customer service representatives and are responsible for ensuring that all customers receive the attention they need. This role requires excellent account management skills, which include prioritizing tasks, delegating responsibilities to other employees and keeping track of customer information. Customer service administrators also use their account management skills when managing employee performance, reviewing sales records and analyzing data from surveys or feedback forms.

Order Processing

Order processing is the ability to receive and process customer orders. This includes checking for accuracy, verifying that all necessary information has been provided and ensuring that the order can be filled by your company. Customer service administrators often use their order-processing skills when taking phone calls or responding to emails from customers.

Filing & Documentation

Customer service administrators often need to maintain records of customer interactions and correspondence. They also may be responsible for filing paperwork, such as contracts or agreements with vendors. Strong organizational skills can help you keep track of important documents and files so that your company is in compliance with regulations and laws.

Data Entry

Data entry is the process of entering information into a computer system. Customer service administrators often use data entry to enter customer information, including names, addresses and phone numbers, as well as other details about transactions or requests. This skill can help you keep track of your customers’ needs and ensure that each request is handled quickly and accurately.

Patience

Customer service representatives often work with many customers at a time, so it’s important to be patient and calm. You may need to answer the same question multiple times or help several people at once. Try to remain calm and focused on your task at hand. Your patience can also help you listen carefully to customer concerns and address them thoroughly.

Organization

Organization is the ability to keep track of multiple tasks and responsibilities. As a customer service administrator, you may have many duties that require your attention at any given time. Having strong organizational skills can help you prioritize your work and stay on top of deadlines. It’s also important to be organized when scheduling meetings with colleagues or clients so everyone has an opportunity to ask questions and share information.

Flexibility

Flexibility is the ability to adapt to changing circumstances. As a customer service administrator, you may need to shift your schedule or work hours if an employee calls in sick or there’s an emergency situation that requires immediate attention. You also might have to change your approach when dealing with customers who have unique needs. For example, one customer may prefer email correspondence while another prefers phone conversations.

Communication

Communication is the ability to convey information clearly and concisely. Customer service administrators often communicate with customers, employees and other departments within a company. Strong communication skills can help you relay messages effectively and maintain positive relationships with others. You may also need to write or edit documents for work, so having strong written communication skills can be beneficial as well.

Product Knowledge

Customer service administrators should have a thorough understanding of the products and services their company offers. This ensures they can answer any questions customers may have about these items, which can help them make informed purchasing decisions. It’s also important for customer service administrators to know how each product works so they can troubleshoot potential issues that may arise.

Empathy

Empathy is the ability to understand and share another person’s feelings. Customer service administrators often use empathy when interacting with customers who are upset or frustrated. For example, if a customer has an issue with their account, a customer service administrator might try to imagine how they would feel in that situation and approach them accordingly.

Problem Solving

Problem solving is the ability to identify and resolve issues. As a customer service administrator, you may need to solve problems for customers who have questions about company policies or billing information. You can also use problem-solving skills when resolving conflicts between employees or addressing any other workplace issue.

How Can I Learn These Customer Service Administrator Skills?

There are a few ways that you can learn the necessary skills for a customer service administrator role. Firstly, you can take some courses or get a certification in customer service. Secondly, you can look for customer service administrator job postings and see what skills are required for the role. Finally, you can shadow or work with a customer service administrator to learn the ropes.