QHSSE Administrative Assistant

Spliethoff Group; Amsterdam; Hybrid; EUR 32,000 - 44,000; Full time

Job summary

Spliethoff Group is seeking a QHSSE Administrative Assistant to support the Quality, Safety, Security and Environmental programmes across the fleet and office in Amsterdam. You will report to the Head of QHSSE and help maintain documentation, timelines and compliance processes.

The role involves document management, review of safety and committee minutes, water analysis coordination, and drafting project manuals. Strong English and Dutch, and MS Word/Excel skills are essential.

Qualifications

• Experience in a similar position, ideally within the maritime or offshore industry.
• Knowledge of ISO 9001, ISO 14001 and ISO 45001 standards; ISM, ISPS and MLC are an advantage.
• Professional English and Dutch proficiency, both verbal and written.
• High level of competency and accuracy in writing and maintaining clear documentation.
• Good working knowledge of Microsoft Word and Excel.

Responsibilities

• Document Management: Maintain and organize QHSSE documentation between office and vessel.
• Document Review: Perform basic reviews of incoming documents for completeness and consistency.
• Water Analysis Coordination: Collect and file water sample results from vessels.
• Project Manual Support: Assist in drafting and formatting project-specific QHSSE manuals.
• Compliance Tracking: Monitor deadlines for safety reviews and document submissions.
• Communication & Coordination: Liaise between vessel and office for QHSSE documentation.
• Reporting Support: Prepare summaries for the QHSSE Manager and assist audits.

Skills

Maritime industry knowledge

English and Dutch proficiency

Documentation accuracy

MS Word & Excel

Job description

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.

Your p rofile

• Experience in a similar position, ideally within the maritime or offshore industry.
• Knowledge of ISO 9001, ISO 14001 and ISO 45001 standards. Knowledge of ISM , ISPS and MLC is an advantage.
• Professional English and Dutch proficiency, both verbal and written.
• A high level of competency and accuracy in writing and maintaining clear and professional documentation.
• Good working knowledge of Microsoft Word and Excel.

What do we offer?

In addition to a good salary and excellent benefits, we offer a challenging position with corresponding responsibilities in a pleasant working atmosphere within a dynamic company with an open and positive corporate culture.

Acquisitions by staffing agencies and other third parties will not be taken into consideration .