HSEQ Assistant (Ship Management)

Direct Search Global; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

Direct Search Global is seeking an HSEQ Assistant to support the Health, Safety, Environment and Quality team. The role involves maintaining fleet compliance, safety records and management-system documentation, coordinating reporting, audits and trainings across the managed fleet.

The successful candidate will work with HSEQ Managers, Marine Superintendents and vessel teams to ensure timely reporting, documentation, and continuous improvement of safety processes.

Qualifications

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

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.

Skills

Administrative coordination

Attention to detail

Communication skills

Organisational skills

Team coordination

Education

Diploma or degree in Maritime Studies, Shipping, Marine Engineering, Occupational Safety or related

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

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.