What is a Salesforce administrator? Roles & responsibilities

In 2023 alone, Salesforce admins powered 1.3 trillion automations per month, generated 2.7 billion reports, and ran over 1 trillion AI predictions weekly, driving efficiency and smarter decision-making.

Skip ahead two years, and the role of a Salesforce Administrator has only grown in importance. Businesses now rely on them to automate workflows, optimize processes, and ensure the integration of AI-driven insights. 

The demand for skilled admins has skyrocketed as companies push for better AI data management and deeper customer insights. 

With Salesforce continuously evolving, administrators connect technology and digital business strategies by shaping how teams work, innovate, and scale. 

This article covers Salesforce administrators, including a definition, roles and responsibilities, in-house vs. external admins, how to become one, required credentials, and resources to get started.

What are the roles and responsibilities of a Salesforce administrator?

A Salesforce administrator has numerous roles and responsibilities. These include managing user permissions and data security, optimizing workflows, and automating tasks. 

Salesforce administrators ensure the platform runs smoothly, support users with troubleshooting, and customize features to meet business needs. 

Their role is vital in maintaining data integrity and enabling teams to maximize Salesforce’s capabilities.

Let’s take a closer look at the roles and responsibilities of a Salesforce administrator: 

Manage user profiles and access

Salesforce administrators control who has access to different parts of the system. They create, edit, or deactivate user profiles, ensuring employees only see what they need. Assigning appropriate permissions ensures security and smooth collaboration within the platform.

Import leads, contacts, and data

Admins regularly import critical data like leads and contacts into Salesforce, ensuring that all relevant information is stored correctly. They may use tools like data loaders to upload large volumes of data, keeping the system up-to-date and functional.

Develop reporting processes

Creating reports is a key part of a Salesforce admin’s role. Admins design customized reports to track sales, performance, or user activity. These reports help teams make data-driven decisions. Admins also ensure that reports are easy to use and meet specific needs.

Run deduplication tools

Admins use deduplication tools to identify and remove duplicate records in Salesforce. This process is crucial for maintaining data accuracy. Cleaning up redundant records helps keep the system organized and ensures that data remains reliable and efficient.

Test system updates in the sandbox

Before applying any updates or changes to the live Salesforce environment, admins test them in a sandbox. A sandbox is a testing space where they can simulate updates without affecting the main system. This helps catch any issues before they disrupt operations.

Generate database maintenance reports

Salesforce admins create maintenance reports that track the health of the database. These reports help identify problems like outdated records, performance issues, or storage concerns. Regular maintenance ensures the database stays clean and performs efficiently.

Maintain records archives

Admins are responsible for maintaining and organizing records archives. This involves ensuring that historical data is accessible but not cluttering the system. Proper archiving helps improve system performance and ensures that past information is easily retrievable when needed.

Address issues and find solutions

Admins are the go-to people when Salesforce users encounter problems. They troubleshoot issues, find the root causes, and apply solutions. This ensures smooth system operations and reduces downtime, helping teams stay productive.

Set up and optimize processes

Salesforce admins set up new business processes, such as automating workflows or creating approval processes. They also optimize existing processes, ensuring everything runs as it should. This improves productivity and helps businesses achieve their longer-term goals.

Handle specialized responsibilities

Admins may take on specialized tasks, such as customizing the Salesforce platform to fit specific business needs. These responsibilities could include designing custom objects and fields or integrating third-party apps. Specialized responsibilities ensure Salesforce meets the unique requirements of the business.

In-house vs. external vs. virtual Salesforce administrators 

Understanding the difference between in-house, external, and virtual Salesforce administrators is important because each model brings distinct advantages. 

Whether going through cost-optimization, leveraging specific expertise, or gaining flexibility, the right choice ensures that Salesforce is aligned with the company’s unique needs and goals.

Let’s take a closer look at in-house vs. external vs. virtual Salesforce administrators:

In-house

An in-house Salesforce admin is someone who works directly for the company. They manage Salesforce and ensure it meets the company’s needs. This person helps employees, solves problems, and keeps things running smoothly, but they are a full-time staff member, which can be more expensive.

External

External Salesforce administrators are hired through agencies or consulting firms. They bring specialized knowledge and can offer flexibility for businesses with specific needs. External admins are useful when a company lacks internal expertise or wants to scale without adding permanent staff.

Virtual 

A virtual Salesforce administrator works remotely, managing Salesforce tasks from anywhere. They use digital tools to communicate and support the business, providing flexibility and often reduced costs compared to in-house options. Virtual admins can be full-time or contract-based, offering expertise without being physically on-site.

How to become a Salesforce administrator 

Now that you understand the role and responsibilities of a Salesforce administrator, it’s time to explore how you can start your journey to becoming one. 

With the right training and hands-on experience, you can develop the necessary skills to succeed in this in-demand role and make a significant impact in your workplace.

Let’s take a closer look at how to become a Salesforce administrator: 

Take Salesforce courses

Salesforce offers a variety of online courses designed to teach you the platform’s fundamentals. These courses cater to beginners and advanced learners, covering everything from basic navigation to complex system configurations. Completing Salesforce’s Trailhead courses ensures you build the skills to succeed as an administrator and prepares you for the Salesforce Certified Administrator exam.

Get a Salesforce internship or entry-level job

Landing an internship or entry-level job gives you hands-on experience with Salesforce. It’s one of the best ways to understand the platform’s intricacies in a real-world setting. Through internships, you can work closely with seasoned admins, learn the tools used daily, and gain practical knowledge that will boost your resume and career prospects.

Join an online Salesforce community

Engaging with Salesforce communities such as forums, LinkedIn groups, or Trailblazer Community can provide valuable insights and support. These communities are full of experienced professionals willing to share knowledge, answer questions, and offer guidance. Networking helps you stay updated on the latest Salesforce developments and job opportunities.

Pass the Salesforce Certified Administrator exam

Passing the Salesforce Certified Administrator exam is essential to validate your skills as a Salesforce administrator. This certification demonstrates your expertise and opens doors to higher-paying job opportunities. Study resources like Trailhead and practice exams can help you prepare thoroughly, ensuring you’re ready to pass the exam and advance your career in Salesforce administration.

Apply for Salesforce administrator jobs

Once you’ve gained the necessary skills and certification, it’s time to start applying for Salesforce administrator positions. Tailor your resume to highlight relevant skills, certifications, and experience. Leverage job boards, company websites, and professional networks to find job listings. Being proactive in applying will help you land a role and start your career as a Salesforce administrator.

Salesforce administrator credentials and certifications

You now know how to become a Salesforce administrator and might be wondering how to boost your current skillset. 

Salesforce administrator credentials and certifications are key to standing out in the competitive job market. Earning these credentials shows employers that you have the expertise to manage and optimize Salesforce for an organization. 

They validate your skills, increase your job opportunities, and can lead to higher salaries and career advancement. 

Let’s take a closer look at Salesforce administrator credentials and certifications: 

Salesforce Associate

The Salesforce Associate certification is ideal for those starting with Salesforce. It focuses on the basics, helping you understand how Salesforce works, including navigation, reporting, and basic admin tasks. It’s a great first step for beginners who want to lay a solid foundation for a career in Salesforce.

Administrator

The Salesforce Administrator certification proves you can manage and configure Salesforce for a business. It covers everything from managing user access to creating reports and automating processes. This is the core certification for those who want to be responsible for keeping Salesforce running smoothly within an organization.

Advanced Administrator

For those with experience, the Advanced Administrator certification takes your skills further. It dives into more complex topics like advanced automation, security, and troubleshooting. This certification is for admins who want to specialize in larger, more intricate Salesforce implementations and manage more challenging business processes.

CPQ Specialist

The CPQ Specialist certification is for those who focus on Salesforce’s CPQ tool. It teaches how to configure products, set pricing, and generate quotes. This certification is helpful for sales professionals who want to streamline their quoting process and ensure pricing accuracy across the business.

Marketing Cloud Administrator

A Marketing Cloud Administrator certification helps you master Salesforce’s Marketing Cloud. It focuses on managing customer journeys, email marketing, and automation tools. It’s designed for those managing digital marketing campaigns and looking to improve customer engagement using Salesforce’s marketing tools and data-driven insights.

Platform App Builder

The Platform App Builder certification is for those who want to build custom applications on Salesforce’s platform. It covers creating custom objects, building user interfaces, and automating business processes with code. This certification is perfect for individuals interested in app development within the Salesforce ecosystem.

Salesforce admin vs. developer 

Understanding the difference between a Salesforce administrator and a developer is key to choosing the right career path. 

Administrators focus on managing and optimizing the Salesforce platform for users and developers to create custom solutions and applications. 

Let’s take a closer look: 

Salesforce admin

A Salesforce administrator handles the daily management of Salesforce, ensuring the platform runs smoothly. They set up users, create reports, and organize workflows. Admins make sure everyone can use Salesforce easily, adjusting settings to meet the business’s needs without needing to write code.

Salesforce developer 

A Salesforce developer customizes Salesforce using code. They create new features, design custom apps, and integrate Salesforce with other systems. Developers work behind the scenes to ensure Salesforce meets specific business needs. They also build advanced solutions through coding, something admins usually don’t handle.

Salesforce administrator resources to help you get started

Getting started as a Salesforce administrator can be challenging, but there are many resources to help you along the way. 

From free tutorials to official certification courses, these tools can help you master the platform and advance your career quickly.

Let’s take a closer look at some Salesforce administrator resources: 

• Salesforce.com: Salesforce.com is a cloud-based tool that helps businesses manage customer information, track sales, and improve relationships. It keeps all business data organized in one place.
• Trailhead: Trailhead is a free learning platform from Salesforce that offers easy lessons on using Salesforce tools for beginners and experts.
• Salesforce Paid Training: This is a paid option for professionals who want more advanced and detailed lessons to become certified.
• Salesforce Admin YouTube Channel: A YouTube channel that offers free videos and tutorials for people who want to learn how to manage Salesforce tools effectively.
• Intellipaat Salesforce Certification Course: A paid online course to help learners get certified in Salesforce by covering real-world applications and exams.
• Salesforce Practice Test: These tests help learners check their knowledge before taking the actual Salesforce certification exam, showing them where they need improvement.
• Pluralsight: Pluralsight offers paid video lessons on Salesforce, focusing on basic and advanced skills for admins and developers.
• FocusonForce: A website that offers study materials and practice exams for people preparing for Salesforce certification exams, helping them pass.
• JanBask Training: JanBask offers online Salesforce training with personalized help and hands-on practice to make sure learners understand and can apply their skills.

Elevating your Salesforce admin career

Starting your journey as a Salesforce Administrator can feel overwhelming, but with the right resources, you can confidently navigate the path to success. 

Leverage communities where experienced admins share tips and solve problems together. Connecting with others can help you learn faster and provide insights from those who have already walked the path.

Use online courses, hands-on practice, and community support to build your skills. You ensure you’re always prepared for future challenges by earning certifications and staying current. 

Salesforce is a dynamic platform; continuous employee training is key to mastering it. Whether you’re just beginning or advancing your admin career, the tools you need are right at your fingertips.