Compliance Assistance - Service Maintenance Contract

Compliance Assistance
Service Maintenance Contract (SMC)

Service maintenance contract (SMC) – partnered HSEQ leadership and support

Our Service Maintenance Contract (SMC) provides your business with a dedicated HSEQ consultant who works alongside your team on a scheduled basis throughout the year. The SMC is a flexible arrangement built around what your business needs. Our consultants can be utilised across a wide range of activities, from maintaining your management system and preparing for ISO and FSC surveillance audits through to on-site support, safety committee meetings, toolbox talks and acting in the role of HSEQ Manager. While our primary focus is always on keeping your certifications and accreditations current, we work with you to prioritise where our time and expertise are directed so the engagement delivers the most value to your business.

Management system maintenance

Businesses that need reliable, ongoing support to keep their management system, documentation and compliance records current, accurate and audit ready. This includes businesses without internal HSEQ administration capacity, those scaling quickly across multiple jurisdictions or projects, and teams working towards or maintaining ISO 9001, ISO 14001, ISO 45001 or FSC accreditation.

Management systems require ongoing attention to ensure they remain current and effective to your operations. Engaging third-party support on a defined schedule to manage the upkeep of your system, ensuring your documentation stays current, your records remain accurate, and your compliance obligations are met reduces the burden on your internal team. The scope is tailored to your organisation and can be adjusted over time as your business and its requirements evolve.

Evidence and Records Management

Structured collection and maintenance of compliance evidence to ensure every process is supported by the required records, inspections and verified controls.

Audit and Review Management

Ongoing management of your internal audit schedule, legal register reviews and formal management reviews to keep your compliance activities on track throughout the year.

Management System Maintenance

Regular maintenance of your management system to ensure consistency and performance across your organisation, aligned to your operational requirements and compliance obligations.

ISO and FSC Audit Compliance

Ongoing maintenance of your management system framework to ensure continued compliance with ISO 9001, ISO 14001, ISO 45001 and FSC audit criteria where applicable.

System Performance Reporting

Active management of system data, including reports, audit findings and performance inputs, to produce the outputs your team needs for certification maintenance and informed decision making.

Operational support on-site and off-site

Businesses that need hands-on HSEQ support beyond system maintenance, whether that is on-site during active project delivery or off-site assistance with documentation, planning and project preparation.

QSG consultants work on and off site to provide practical, hands-on support across a wide range of operational HSEQ activities. From worker communications and compliance monitoring through to risk management, project documentation and subcontractor management, our consultants work alongside your team to ensure your HSEQ obligations are being met on the ground, not just on paper.

Worker Communication and Consultation

On-site delivery of inductions, toolbox talks and safety briefings to keep your workforce informed, engaged and meeting their obligations under WHS legislation.

On-Site Compliance Monitoring

Site inspections and on-site verification to ensure HSEQ requirements are being implemented in practice and that any issues are identified and addressed promptly.

Risk Management

Development and review of risk registers, SWMS, plant risk assessments and hazardous chemical risk assessments to ensure risks are identified, assessed and controlled effectively.

Project and Construction Documentation

Assistance with project start-up documentation, construction management plans and all associated HSEQ documentation required to mobilise and deliver compliant projects.

Subcontractor Management

Review and verification of subcontractor safety documentation to ensure your supply chain meets your contractual and legislative obligations before and during project delivery.

Tender Support

Off-site assistance with tender preparation, capability statements and HSEQ-specific tender content to support your business development activities.

Dedicated Consultant Support

Businesses that want a reliable, knowledgeable point of contact they can reach when questions arise, issues need to be addressed, or guidance is required outside of scheduled activities.

Every SMC engagement includes a dedicated QSG consultant who takes ownership of your account and is available to support your team throughout the engagement. Beyond scheduled activities, your consultant is accessible for day-to-day queries, provides regular briefings on audit outcomes and compliance performance, and can respond promptly when incidents or regulatory matters require attention.

Day-to-Day Advisory

Direct access to your dedicated consultant for staff queries, practical guidance and assistance with tasks within your management system framework.

Review Meetings and Briefings

Improvement meetings with process owners and structured briefings following external, certification or client audits to discuss outcomes and agree on next steps.

Incident
Support

Dedicated support for post-incident requirements, including closing out corrective actions, root cause investigations and liaison with relevant authorities where required.

Regulatory Liaison

Support with communications and responses to regulators and authorities, including assistance with responses to notices and representation during regulator interactions.

Why it matters

Professional Team Behind Every Contract

While every SMC engagement has a dedicated consultant, you are never limited to one person’s knowledge. Our consultants understand your compliance obligations and can contribute where needed, and each brings a specialised area of expertise. By contracting with QSG, you have access to a broad and deep pool of knowledge that no single internal hire can replicate.

Remain Compliant

With a dedicated consultant managing your system on a defined schedule, your documentation and evidence are continuously being reviewed for currency, accuracy and provides confidence that you are ready when a client, certification or regulatory check arises.

Protect Your Certifications

ISO certification and FSC accreditation require ongoing attention to remain current. The SMC ensures your system keeps pace with your obligations and that nothing falls through the cracks between audit cycles.

Reduce the Burden on Your Team

Compliance administration takes time that project teams and operational staff rarely have. The SMC shares that responsibility with a professional and experienced third party so your people can focus on delivery.

Expert Support When You Need It

Beyond scheduled activities, your dedicated consultant is available when questions arise, incidents occur, or regulatory matters require a prompt and informed response.

Grow With Confidence

As your business takes on more work or expands into new areas, your SMC grows with it. The scope can be adjusted to meet changing demands without the overhead of recruiting and training internal staff.

Our approach

We view every SMC engagement as a strategic partnership focused on the long-term of your business, bringing the technical expertise and practical experience of our consultants to hit the ground running. Each engagement is supported by the broader QSG team, giving you access to a wide range of specialist knowledge across HSEQ and business systems.

Our consultants work closely with your team throughout the engagement, taking ownership of the assigned activities while keeping you informed and involved at every stage. The SMC is an active, ongoing service, and we treat it that way, showing up consistently, communicating clearly and making sure nothing is left to chance. Where priorities shift, or your business needs change, we work with you to adjust the focus of the engagement, so the time and effort go where it is needed most.

Step 1

Understanding Your Business

We start by getting a clear picture of your current systems, obligations and priorities before we get to work.

Step 2

Defining
the Scope

Scope, responsibilities and a delivery schedule are agreed upfront so expectations are clear, and the engagement is built around what your business actually needs.

Step 3

Assigning Your Consultant

A dedicated QSG consultant is assigned to your account, supported by the broader QSG team and their collective expertise across HSEQ, environmental science, quality and business systems.

Step 4

Delivering the Work

Your consultant works on the agreed schedule, managing compliance activities, maintaining records, and keeping your systems current throughout the engagement.

Step 5

Keeping You Informed

Regular reporting, review meetings, and briefings keep you and your leadership team informed about compliance performance, upcoming obligations, and any issues that need attention.

Step 6

Reviewing and Adjusting

The engagement is reviewed regularly to make sure it continues to meet your needs as your business and its compliance requirements evolve over time.