Environmental Health Safety Coordinator

Symotree Global; Germiston; On-site; ZAR 240,000 - 360,000; Part time

Job summary

Symotree Global is seeking a SHEQ Administrator to implement and administer the SHEQX system, maintaining document control and ensuring accessible, up-to-date records across the organisation.

You will coordinate reviews, approvals and archiving, support audits and training, and develop practical user procedures to improve system usability and audit readiness, at the Germiston location.

Qualifications

• Relevant SHEQ, Quality Management, Occupational Health and Safety qualification.
• Working knowledge of ISO 9001 and ISO 45001 is required.

Responsibilities

• Implement and administer the SHEQX system and document control processes.
• Maintain controlled document registers and version control.
• Coordinate document review, approval, publication and archiving.
• Support audits, inspections and actions tracking for ISO compliance.
• Develop user guidance and training for system adoption.
• Prepare monthly reports on implementation progress and system performance.

Skills

SHEQ administration

Document control

Procedures development

Audits support

Training & adoption

Reporting & metrics

Education

SHEQ/Quality management qualification

Job description

Department: Safety, Health, Environment and Quality (SHEQ)

Position: SHEQ Administrator – SHEQX System and Document Control

Reports to: SHEQ Officer

Location: Germiston

Employment Type: Three to six month contract with possibility to go into full term

About the Role

The SHEQ Administrator is responsible for establishing, implementing, administering and maintaining the companies's SHEQX management system, ensuring that all Safety, Health, Environment and Quality (SHEQ) documentation is accurate, properly controlled, accessible and consistently utilised throughout the organisation. The position plays a central role in reviewing the existing SHEQX configuration, identifying outstanding implementation requirements, coordinating system completion and developing clear, practical procedures that enable employees to use the system effectively. The successful candidate will work closely with management and departmental stakeholders to support compliance, strengthen document control, improve operational consistency and maintain audit readiness.

KEY RESPONSIBILITIES

1.1) SHEQX System Implementation and Administration:

• Conduct a comprehensive assessment of the existing SHEQX system, identifying configuration gaps, incomplete activities and outstanding implementation requirements.
• Develop and maintain a structured implementation plan outlining deliverables, responsible persons, priorities and target completion dates.
• Coordinate the completion and ongoing maintenance of the SHEQX system in consultation with management.
• Establish and maintain appropriate system structures, document registers, user permissions and approval workflows.
• Support the effective implementation and administration of applicable SHEQX modules and functions.

1.2) Document Control and Management:

• Review existing SHEQ policies, procedures, work instructions, forms and records to identify missing documentation, duplication, inconsistencies and outdated revisions.
• Establish and maintain a comprehensive controlled document register.
• Ensure that documents are correctly numbered, classified, version-controlled and assigned to appropriate document owners.
• Coordinate the review, approval, publication, revision and archiving of controlled documents.
• Facilitate the migration of approved documentation into SHEQX while maintaining document integrity, traceability and accessibility.
• Monitor document review dates and coordinate updates with the relevant departmental managers.
• Ensure obsolete documents are appropriately archived and prevented from unintended operational use.

1.3) SHEQ Procedures and Process Development:

• Collaborate with departmental managers to draft, review and update SHEQ policies, procedures, work instructions and operational forms.
• Ensure documented procedures accurately reflect existing operational practices and applicable management system requirements.
• Develop clear, practical SHEQX user procedures addressing document creation, submission, review, approval, revision, access and archiving.
• Promote standardised documentation practices across departments.
• Identify opportunities to improve administrative efficiency, document consistency and system usability.

1.4) SHEQ Compliance and Operational Support:

• Administer applicable SHEQX functions relating to workplace inspections, incident reporting, risk management, audits, corrective actions and training records.
• Maintain accurate and accessible records supporting the organisation's SHEQ management systems.
• Support the implementation and maintenance of management system requirements aligned with ISO 9001 and ISO 45001.
• Coordinate the collection, filing and retrieval of compliance-related documentation and supporting evidence.
• Assist with preparations for internal audits, external audits and management reviews.
• Monitor outstanding corrective actions and escalate overdue or unresolved matters to the relevant management representatives.

1.5) Training and System Adoption:

• Develop practical user guidance and training materials for SHEQX system users.
• Coordinate and facilitate introductory and ongoing system training.
• Ensure employees understand relevant document control procedures, system responsibilities and approval processes.
• Maintain accurate training attendance, competency and acknowledgement records.
• Provide administrative support and guidance to employees experiencing difficulties with system processes.
• Encourage consistent system utilisation and compliance with established procedures.

1.6) Monitoring, Reporting and Continuous Improvement:

• Maintain action trackers for implementation activities, document reviews, corrective actions and other outstanding SHEQ responsibilities.
• Follow up with responsible individuals to ensure agreed actions are completed within established deadlines.
• Identify recurring documentation and system administration problems and recommend corrective improvements.
• Prepare monthly management reports detailing implementation progress, outstanding actions, overdue document reviews and system performance.
• Support continuous improvement initiatives aimed at strengthening SHEQ administration, operational accountability and audit readiness.

MINIMUM QUALIFICATIONS AND EXPERIENCE

Qualifications

• A relevant qualification in Safety, Health, Environment and Quality (SHEQ), Quality Management, Occupational Health and Safety or a closely related discipline.
• Working knowledge of ISO 9001 Quality Management Systems and ISO 45001 Occupational Health and Safety Management Systems.

Experience

• Demonstrable experience in SHEQ administration and controlled document management.
• Practical experience developing, reviewing and maintaining procedures, work instructions, forms and registers.
• Experience working with electronic document management or SHEQ management systems.
• SHEQX system experience is strongly preferred; experience implementing or administering comparable electronic SHEQ management systems will also be considered.
• Experience supporting management system implementation, audits and corrective action tracking.
• Previous experience in manufacturing, automotive electrical operations or mining contractor environments will be advantageous

KEY PERFORMANCE AREAS

Performance will be assessed against the following areas:

1. System Implementation: Completion of agreed SHEQX configuration and implementation activities within approved timelines.
2. Document Control: Accuracy, completeness and currency of controlled documents, registers and revision records.
3. Procedure Development: Quality, usability and timely approval of SHEQ procedures and SHEQX user instructions.
4. Compliance Support: Availability and accuracy of documentation required for audits, inspections and management system reviews.
5. Action Management: Effective tracking, follow-up and escalation of outstanding implementation activities and corrective actions.
6. Training and Adoption: Completion of planned user training and maintenance of appropriate training and acknowledgement records.
7. Management Reporting: Timely submission of accurate monthly implementation and system performance reports.