HSQE Safety Manager

Job Description

Job Description

Position Overview

The HSQE Assistant manages the recurring HSQE administration and fleet support activities assigned by the HSQE Manager. The position is the primary day-to-day owner of Docmap administration, reporting and incident workflow follow-up, and designated environmental and emergency-response program tracking. The role applies maritime technical experience to reviews, investigations, training, and practical improvements to the safety and quality management system.

Responsibilities and Authorities

• Own day-to-day Docmap administration for the Documents and Reports and Incidents modules: maintain user role assignments and access records following approved requests; support users; route technical issues to IT or the vendor; and coordinate testing of updates with IT.
• Provide Docmap access guidance and training to shipboard and shore personnel and approved external users. Maintain training materials and document workflows as the system changes.
• Monitor and issue regular aging and status reports for documents, ship reports, incidents, assigned actions, and overdue items. Follow up with responsible departments and vessels, and escalate unresolved or time-sensitive matters to the HSQE Manager.
• Support SQMS administration and controlled procedure updates. Draft or review safety and environmental procedures, risk assessments, and technical content for approval by the HSQE Manager or the responsible process owner.
• Support incident reporting and investigations by preserving records, coordinating follow-up, analyzing technical factors, and tracking corrective actions. Participate in the Incident Response Team when activated, within assigned authority.
• Maintain administrative oversight of designated environmental and response programs, including SEEMP reporting, VGP requirements, QI response arrangements, and OSRO and SMFF contract status. Escalate approaching deadlines, gaps, and service issues.
• Coordinate commercial fleet SIRE inspection scheduling and reporting in Docmap as required by customer contracts or terminals, in consultation with the responsible fleet and Operations personnel if needed.
• Facilitate communication among MARAD, MSC, and commercial vessel programs on common HSQE requirements, lessons learned, reporting trends, and corrective actions.
• Support vessel and shore teams with technical safety advice and training within the individual’s expertise. Refer vessel maintenance, engineering decisions, Class/Flag survey ownership, and operational direction to HSQE Manager, Operations and the Compliance Manager as appropriate.
• Coordinate with the US Coast Guard, Class, Flag, customers, and vendors on HSQE matters only when requested or authorized by the HSQE Manager or other designated company authority.
• Review and validate non-hosting Docmap invoices and licenses for submission to Accounting in coordination with IT and the HSQE Manager.

Qualifications

Required

• Operational marine background in deck or engineering, or equivalent shoreside maritime experience.
• Working knowledge of ISM and ISPS systems, shipboard safety practices, and relevant environmental requirements.
• Ability to manage multiple reporting and corrective-action workflows with accurate records and timely escalation.
• Proficiency in Microsoft Office and ship management or document-control systems; strong written and spoken English.
• Ability to collaborate across time zones with vessels, fleet managers, Compliance, IT, and HSQE leadership.

Preferred

• Experience with Class/Flag requirements, ISO 9001/14001, vessel security, and Docmap or a comparable SQMS platform.
• Experience with U.S. Government managed vessel programs and response-resource arrangements.