QHSSE Administrative Assistant

The role

As QHSSE Administrative Assistant within the QHSSE department, you will support the implementation and maintenance of Spliethoff’s Quality, Safety, Security and Environmental  programmes and systems. In this role, you will report to the Head of QHSSE and support the department on quality, safety, security, environmental and compliance matters.

You will play an important supporting role in helping the QHSSE department keep documentation, follow-up actions and compliance processes accurate, timely and well organised across the fleet and office.

Your key responsibilities

Document Management

• Maintain and organize QHSSE documentation between office and vessel.
• Track document versions and ensure proper archiving.
• Ensure timely distribution of documents to relevant stakeholders.
• Assist with tracking feedback on management system procedures and following up on outstanding actions.

Document Review

• Perform basic reviews of incoming documents, such as Safety Committee minutes, Master's Reviews and related QHSSE documentation.
• Check for completeness, clarity, and consistency before forwarding to QHSSE Manager.

Water Analysis Coordination

• Collect and file water sample results from vessels.
• Ensure results are reviewed and filed according to company standards.

Project Manual Support

• Assist in drafting and formatting project-specific QHSSE manuals.
• Ensure manuals are aligned with company templates and standards.
• Coordinate updates and approvals.

Compliance Tracking

• Monitor deadlines for safety reviews, committee meetings, and document submissions.
• Maintain checklists and trackers for recurring QHSSE tasks.

Communication & Coordination

• Act as liaison between vessel and office for QHSSE documentation.
• Ensure timely follow-up on outstanding items from vessels or departments.
• Monitor e-mail communications and ensure timely follow-up.
• Manage basic financial administration tasks.

Reporting Support

• Prepare summaries or overviews for the QHSSE Manager based on reviewed documents.
• Assist in compiling data for internal audits or external inspections.