HSEQ ASSISTANT

Company Description HSEQ Assistant Position Summary We are looking for a  HSEQ 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 , ISO , ISO ), procurement, or compliance environments.
Familiarity with document control systems, auditing processes, and CRM tools.
Internal or Lead Auditor ISO 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.
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