Document Controller / Filed Secretary, SEK

Date: 14/09/2023
Place of work: Chile

Job Title:

Field Secretary /Document Controller, SEK




ENAP Chile

Job Location:

Concón, Refinería de Aconcagua, Chile

Job type/Contract:

Start date ASAP

Salary range:

Competitive salary package with benefits.

Job summary/Role description

The Field Secretary / Document Controller reports to the Site Manager and performs all necessary assistance activities to the project and site team.

Duties and responsibilities

  • Full administrative support.
  • Ensure that all project documents are properly checked and submitted on time
  • Document classification, sorting, filing, archiving and retrieval of documents in accordance with the project document index and filing systems
  • Receive all incoming correspondence, scan and register all incoming technical documentation
  • Ensure that a 24-hour document processing turn-around time is achieved and maintained
  • Distribute and file all documentation in accordance with the document management procedures and work instructions
  • Receive, update and store the requests for information
  • Carry out handover, close-out and archiving of documentation
  • Internal reporting.
  • Registration of internal orders related to site activities.
  • Make daily reports and various logs on related to site manager.
  • Draft letters to Subcontract and Owner on construction related issues in English and Spanish Language.
  • Attend the weekly meetings and take the notes and prepare the Minutes of meeting.
  • Accompany the Site Manger on the weekly safety inspection at site.
  • Participate in the making of the weekly/monthly Site Reports and the uploading the reports onto company FTA server.
  • Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
  • Answering screening and forwarding incoming phone calls.
  • Receiving and sorting daily mail.
  • Management of visitor diary, update calendars, schedule meetings and appointments.
  • Receive, sort, and distribute daily mail/deliveries.
  • Performing various administrative tasks.

Knowledge & Qualifications

  • University Degree or Diploma in relevant discipline or equivalent.


  • Relevant experience in a similar role.
  • Experience in work on construction projects for 3 - 5 years as minimum.

Skills and Abilities

  • Native Spanish speaker;
  • Fluent English;
  • Proficient in MS Office suite.
  • Excellent IT and analytical skills.
  • Attention to detail, excellent communications skills.
  • Strong interpersonal, team-oriented skills, self-motivation, and direction, with strong bias toward timely performance and problem resolution.

Special Requirements and Comments

Only Chilean nationals with significant experience, consistent with the relevant field, will be considered for this position.