HSEQ Assistant (Ship Management)

Your tasks

We are seeking an HSEQ Assistant to support the Health, Safety, Environment and Quality team in maintaining fleet compliance, safety records and management-system documentation.

The successful candidate will work closely with HSEQ Managers, Marine Superintendents and vessel teams to coordinate reporting, audits, inspections and safety initiatives across the managed fleet.

• Provide administrative and coordination support to the HSEQ department.
• Maintain and update Safety Management System manuals, procedures, forms and controlled documents.
• Distribute document revisions and safety circulars to vessels and shore-based teams.
• Compile vessel safety reports, monthly returns and HSEQ performance data.
• Maintain records of incidents, near misses, non-conformities and corrective actions.
• Follow up with vessels and relevant departments on outstanding reports and action items.
• Assist with preparations for internal and external audits, vessel inspections and management reviews.
• Track audit findings, inspection observations and corrective-action deadlines.
• Monitor certificate records, audit schedules and compliance trackers.
• Support the preparation of safety bulletins, fleet campaigns and lessons-learned communications.
• Coordinate HSEQ meetings and training sessions, including minutes and follow-up actions.
• Assist with maintaining emergency-contact lists and organising emergency-response exercises.
• Liaise with vessel teams, internal departments and external parties on HSEQ documentation.
• Maintain accurate electronic filing systems and support continuous improvements to reporting processes.
• Perform other HSEQ support duties as assigned.

Requirements

• Diploma or degree in Maritime Studies, Shipping, Marine Engineering, Occupational Safety or a related discipline.
• Preferably 1 to 3 years of administrative or coordination experience within ship management, shipping or a marine environment.
• Previous exposure to HSEQ, marine operations or compliance documentation would be advantageous.
• Basic understanding of safety management systems, document control and audit processes.
• Familiarity with the ISM Code, ISPS Code and maritime safety requirements would be beneficial.
• Proficient in Microsoft Office, particularly Excel, Word and PowerPoint.
• Strong organisational skills and attention to detail.
• Able to maintain accurate records and follow up on multiple deadlines.
• Good written and verbal communication skills in English.
• Able to work independently while coordinating effectively with shipboard and shore-based teams.