HSEQ Assistant (Ship Management)

Role Overview

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.

Key Responsibilities

• 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.