Job Description

POSITION SUMMARY

The Secretary is responsible for providing administrative, organizational, and communication support to ensure Air Ductor operates efficiently and professionally. This role supports leadership, employees, and customers by managing records, correspondence, scheduling, and internal processes. The Company Secretary plays a key role in keeping the business organized, compliant, and running smoothly day to day.

ABOUT AIR DUCTOR

Air Ductor is a locally owned ventilation maintenance company specializing in air duct and dryer vent cleaning for residential and commercial customers across Northwest Indiana. Our mission is to help customers improve indoor air quality and reduce energy costs through precise, reliable, and professional service. With a strong reputation built over more than a decade, we value integrity, quality, reliability, transparency, and growth — for both our customers and our team.

SUCCESS LOOKS LIKE

Success in this role means the office runs smoothly without bottlenecks or confusion. Communication is clear, documents are organized and accessible, schedules are accurate, and leadership and staff feel supported. Customers experience professional, timely responses, and internal processes are consistent, efficient, and dependable.

OBJECTIVES

• Maintain accurate and organized company records, files, and documentation
• Manage incoming and outgoing correspondence (email, mail, internal communication)
• Support the owner with scheduling, reminders, and administrative follow-ups
• Prepare and maintain internal documents, forms, and reports
• Coordinate office operations to support technicians and office staff
• Ensure confidentiality of sensitive company, employee, and customer information
• Assist with onboarding paperwork and basic HR administration
• Track and organize contracts, agreements, and compliance-related documents
• Serve as a professional point of contact for internal and external inquiries
• Help streamline administrative processes to improve efficiency
• Support basic bookkeeping coordination (document collection, organization, handoff to accountant)
• Contribute to a positive, organized, and professional company culture

COMPETENCIES

• Strong organizational and time-management skills
• Excellent written and verbal communication
• High attention to detail and accuracy
• Ability to handle confidential information with discretion
• Self-motivated and able to work independently
• Strong problem-solving skills
• Professional phone and email etiquette
• Ability to prioritize tasks in a fast-moving environment
• Basic understanding of office administration and business operations
• Comfortable working with digital tools (email, documents, scheduling software)
• Dependable, consistent, and reliable
• Adaptable and willing to support a growing small business

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required
• Associate’s or Bachelor’s degree in business administration, office management, or a related field preferred
• 2+ years of experience in an administrative, office assistant, or secretary role preferred
• Experience in a small business environment is a strong plus

• Basic knowledge of record-keeping, scheduling, and office systems
• Proficiency with standard office software (email, word processing, spreadsheets)

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, AirDuctor recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to info@airductorinc.com.

Job Type: Full-time

Pay: $20.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Work Location: In person

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