HSEQ / Administrative Assistant

Role purpose

The Administrative Assistant provides practical and reliable administrative support across MHO Operations ApS. The role helps office departments maintain accurate records, coordinate routine activities, prepare documents and follow established company procedures. The position is service-oriented and supports effective communication and cooperation throughout the organisation.

Main tasks, responsibilities and authority

• Provide day-to-day administrative support to the HSEQ and Operations functions.
• Manage incoming and outgoing correspondence, including shared inbox items and internal distribution.
• Prepare, format, proofread, issue and file company documents, reports, letters, procedures, manuals, forms and presentation material.
• Maintain electronic filing systems, registers, trackers and records in accordance with company document-control and retention requirements.
• Assist with meeting administration, including preparation of agendas, collation of supporting material, recording of minutes and follow-up of assigned actions.
• Support onboarding administration for new office employees, including collection and filing of required information and coordination of induction activities.
• Coordinate meeting rooms, office visitors and other routine logistical arrangements as requested.
• Monitor office supplies and coordinate the purchase of routine administrative materials within approved limits and procedures.
• Assist departments with data collection, routine reporting, KPI administration, audit preparation and tracking of corrective or follow-up actions.
• Support the administrative maintenance of the company management systems, including ISO 9001, ISO 14001, ISO 45001 and ISM documentation.
• Handle personal, commercial and company information confidentially and in accordance with applicable GDPR requirements and company policies.
• Promote a professional, helpful and safety-conscious working environment.
• Perform other reasonable administrative duties assigned by management.

Limits of authority

• The role may prepare, coordinate and maintain documents and records but may not approve controlled procedures, risk assessments or regulatory submissions unless formally authorised in writing.
• Safety-critical, legal, employment, financial and regulatory decisions remain with the responsible manager.
• Questions involving confidential, safety-critical or compliance-sensitive matters shall be referred to the appropriate Department Manager.

Working relationships

• CEO and management team.
• HSEQ Department.
• Fleet and Operations Department.
• Vessel personnel, suppliers, customers and other external stakeholders as required.

Professional qualifications and experience

• Relevant education in administration, office management, business support or a comparable field, or equivalent practical experience.
• Previous experience in an administrative, office support or coordination role is preferred.
• Good working knowledge of Microsoft 365 applications, particularly Word, Excel, Outlook, Teams and SharePoint.
• Experience with electronic document management, records administration or controlled documentation is advantageous.
• Experience from the maritime, offshore, shipping or renewable energy sector is advantageous but not essential.
• Basic awareness of GDPR and the appropriate handling of confidential information is preferred.
• Experience supporting ISO management systems, audits, finance administration or crewing activities is advantageous.

Personal qualifications and skills

• Structured, organised and able to manage several priorities without losing attention to detail.
• Reliable, discreet and able to handle confidential information appropriately.
• Service-minded and willing to support colleagues across different functions.
• Clear and professional written and verbal communication skills.
• Proactive approach with sound judgement on when to act and when to seek guidance.
• Ability to work independently while cooperating effectively as part of a team.
• Good problem-solving skills and a practical approach to routine administrative challenges.
• Accurate, consistent and comfortable working with deadlines, records and follow-up actions.
• Positive attitude towards health, safety, environmental protection, quality and continuous improvement.

Languages

• English: good written and verbal proficiency.
• Danish: preferred.

Har du spørgsmål kan du kontakte Poul Tholund Nielsen på 5385 4645.