OVERVIEW:
The Marine Document Control Specialist will be responsible for managing and organizing all documentation related to QHSE audits, inspections, certifications, and permits for vessel fleets. This role includes coordinating document control procedures, ensuring compliance with maritime standards, and supporting training efforts for new employees and crew members. This position is offered on a 6-month contract basis, with the possibility of renewal based on performance and business needs.
What You Will Be Doing:
Document Management & Control:
- Receive, register, classify, and archive all incoming and outgoing documents, such as bills of lading, packing lists, certificates, contracts, permits, and HSE reports.
- Maintain an organized electronic and/or physical filing system for easy document retrieval and tracking, including HSE records.
- Ensure document metadata is accurate and complete (e.g., document type, date, vessel name, voyage number).
- Implement version control procedures to track document changes and revisions.
- Develop, execute, and uphold comprehensive document control procedures in line with company policies, industry best practices, and HSE standards.
- Provide training and support to staff on document control processes and the use of document management systems.
HSE Responsibilities:
- Prepare and maintain HSE statistical tracking and trending data.
- Assist the Marine Manager in meeting client HSE requirements.
- Help develop QHSE Plans that align with company policies and local client needs.
- Provide feedback to the Marine Manager regarding QHSE performance.
- Contribute relevant data for monthly QHSE reports.
- Serve as the administrator and record keeper for QHSE audits, inspections, reports, certifications, and permits.
- Monitor Fleet Lagging and Leading Indicators.
- Conduct QHSE audits and inspections as needed.
- Deliver HSE presentations and training to employees, including HSE Induction sessions.
What We Are Looking For:
- At least a Diploma in a relevant field (e.g., shipping, logistics, business administration) or equivalent experience.
- A minimum of 2 years of proven experience in document control, preferably within the shipping or logistics sector.
- Proficiency in document management systems and Microsoft Office Suite.
- Strong organizational and time management abilities.
- Excellent attention to detail and accuracy.
- Effective communication and interpersonal skills.
- Capability to work independently as well as collaboratively within a team.
- Knowledge of shipping documentation and regulatory requirements is a plus.
