HSEQ Management System Assistant

HSEQ Management System Assistant

Position Summary

We are looking for an HSEQ Management System Assistant with an administrative background and a strong focus on process quality to support  the HSEQ Manager maintaining and continuously improving the Integrated Management System. While technical HSE compliance is managed by dedicated specialists, this role plays a key function in coordinating, monitoring, and ensuring consistency across HSEQ processes. The HSEQ Assistant will be part of an extended Iberia-Italy HSEQ team, working closely with internal teams and external partners to ensure compliance and continuous improvement.

Main responsibilities include:

Documentation Management:

• • Ensure implementation of Ramboll’s HSEQ management system in cooperation with HSEQ team, ensuring timely archiving, revision, and updates in accordance with established procedures.
  • Registration and traceability of system documents and related approval workflows.

Document Audits and Periodic Checks:

• • Execution of internal document audits on projects, suppliers, and company processes to verify correct application of procedures and compliance.
  • Preparation of reports and summaries, including proposals for corrective or improvement actions where needed, with the support of the HESQ Team.

Training and Institutional Communication:

• • Training on HSEQ Management System to new employees in cooperation with HR and HSS coordinator as applicable
  • Monitoring and verification of health and safety training status in accordance with legal and internal requirements.
  • Management and archiving of formal communications with regulatory authorities and other stakeholders.

Management of Non-Conformities (NC) and Opportunities for Improvement (OFI):

• • Coordination of the process for recording, analyzing, and closing NCs and OFIs, in collaboration with HSEQ Team and project team
  • Ongoing monitoring of status and updates of the NC/OFI register.

Periodic Updates of HSE and System Documentation:

• • Supervise and collaborate with the external HSE Contractor, ensuring alignment with internal policies and regulatory requirements
  • Collaboration with the HSS coordinator to ensure accuracy and consistent application of the Health and Safety Management System across projects.

Client Satisfaction Management:

• • Coordination with the Corporate team for the delivery, collection, and analysis of client satisfaction surveys (Client Satisfaction and Project Start Survey).
  • Support in the creation of statistics and reports aimed at improving service delivery and client relationships.

Project Quality Control:

• • Verification of data quality and completeness within the company’s CRM system, with special attention to opportunity tracking and process alignment.
  • Organization and maintenance of the shared digital filing system, ensuring document accessibility, traceability, and consistency with the HSEQ structure.
  • Data extraction and analysis to support HSEQ reporting and strategic planning.
  • Support projects managers in HSEQ matters

Procurement Support on projects:

• • Support on supplier qualification processes through the corporate platform, ensuring documentation is up to date and in line with internal requirements.
  • Oversight and organization of framework agreements and contract documentation.
  • Support in the preparation of site documentation packages, in collaboration with the HSS coordinator and project team.

Qualifications & Skills

• Experience (2–5 years) in administrative roles within certified management systems (ISO 9001, ISO 14001, ISO 45001), procurement, or compliance environments.
• Familiarity with document control systems, auditing processes, and CRM tools.
• Internal or Lead Auditor ISO 9001 certification is a plus.
• High-level proficiency in Spanish and English.
• Organizational and communication skills to work within the Spain-Italy HSEQ team.

Location

Madrid or Barcelona, hybrid work possible.

Occasional travel required.

Working hours

Full-time role