HSQE Safety Manager

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.