Permit-to-Work Coordinator

We are seeking a Permit-to-Work Coordinator for a project based in Antwerp, supporting operations for a key client in the energy sector. This role will involve regular travel to the project site in Zeebrugge and is crucial for ensuring the effective implementation of permit-to-work procedures to meet health, safety, and environmental objectives.

Essential Duties & Responsibilities

• Act as the single point of contact for all PTW activities, serving as the primary interface between all parties involved in the PTW process. Provide upfront advice and support to users of the PTW process and system, ensuring necessary logistics for PTW.
• Liaise with performing parties during the planning phase to complete the Permit Review/Screening, ensuring that appropriate Method Statements and Job Hazard Analyses are performed.
• Participate in daily/weekly coordination meetings, updating and circulating lists of planned work activities with relevant order and priority. Maintain a daily register of PTWs, supplementary certificates/PTWs, audits, and performance statistics.
• Ensure supervisors have an overview of all planned and ongoing activities that may impact site activities.
• Facilitate constructive working relationships across all contractors and liaise with discipline supervisors regarding work planning for construction execution.
• Work closely with the Performing Authority and Permit applicant to identify appropriate hazards and controls for each task.
• Manage the Permit to Work system, keeping all data accurately reflecting the construction site’s work state.
• Perform spot checks on permitted work activities to ensure compliance with PTW procedures and other company guidelines. Coordinate and conduct routine PTW audits, serving as the focal point for PTW audits.
• Act as the installation administrator of the electronic permit system.
• Track and advise line management of overdue or expired permits, certificates, and forms, maintaining records and hard copies of all PTW documentation per the document retention policy.
• Identify ways to improve the PTW process and system regarding safety, effectiveness, and efficiency, proposing improvements to the Site HSSE Manager.
• Develop necessary PTW reports and statistics, including non-compliance reports, at regular intervals.
• Create and deliver PTW training sessions as required, instructing all parties involved in the PTW process on the use of dedicated software and procedures.
• Participate in PTW audits and incident and near-miss investigations related to the Permit to Work process when nominated by line management.
• Assist the HSSE Manager in reviewing contractor documentation, Method Statements, and Risk Assessments.
• Interface with all disciplines on-site, managing multiple stakeholders and navigating potentially difficult conversations effectively.

Requirements

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and general PC skills.
• Proficient with email systems; Microsoft Outlook preferred.
• Good communication and writing skills in English and Dutch; proficiency in additional languages is a plus.
• Familiarity with Oracle is preferred.
• BSc, Engineering Degree, or Diploma or equivalent.
• VCA certification.
• Minimum of 3 years of field experience.
• Ability to manage workloads to completion.
• Must collaborate with the team to develop improved work processes for the site HSSE department.