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Document Controller - Bristol Heat Networks Ltd (BHNL)
About Vattenfall
Vattenfall is one of Europe’s largest producers and retailers of electricity and heat. Our main markets are Sweden, Germany, the Netherlands, Denmark, and the UK. The Vattenfall Group has approximately 21,000 employees. We have been electrifying industries, powering homes and transforming life through innovation for more than 100 years.
About the Role
The Document Controller will be responsible for managing and maintaining document control processes and systems for Bristol Heat Networks Ltd (BHNL). Initially focused on projects in Bristol, the position offers potential growth to support other UK regions and central functions within the organisation. This role ensures compliance with document management standards, facilitates efficient information flow, and supports project teams in maintaining accurate records.
The ideal candidate will have expertise in the Kairnial system from Think Project Solutions. Responsibilities include ensuring project documentation remains accurate, accessible, and compliant with project and industry standards. This position will work closely with:
- Project Scheduler
- Senior Project Managers
- Project Managers
- Contractors
Critical responsibilities include reviewing contractor document submissions, maintaining version control, and supporting project management teams with consistent, timely, and transparent document workflows. Maintaining an efficient, organised, and compliant document control system is essential for project success.
Key Responsibilities / Duties
Document Control Management
- Manage the creation, receipt, distribution, storage, and retrieval of project documentation using the Kairnial system.
- Establish and maintain document control procedures to meet project requirements and industry standards.
- Conduct regular audits to ensure project documents are up-to-date, comprehensive, and correctly filed in the Kairnial platform.
Kairnial System Administration
- Act as the Kairnial system expert, offering training, guidance, and ongoing support to project teams.
- Configure workflows, templates, and permissions within Kairnial to align with project demands.
- Troubleshoot system-related issues, liaising with Think Project Solutions support as required.
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Contractor Document Submissions
- Review contractor submissions for adherence to agreed formats, quality standards, and contractual requirements.
- Maintain version control, ensuring only the latest documents are distributed.
- Track submissions to ensure timely, accurate processing while maintaining organised records of documentation flow.
- Collaborate with the Project Scheduler to align document deadlines with project timelines, avoiding delays.
Document Review Process
- Ensure contractor documents receive timely review from relevant Project Managers and stakeholders.
- Develop and maintain transparent, consistent document review processes, clarifying roles for all parties.
- Monitor the progress of document approvals to ensure compliance with deadlines and project requirements.
- Coordinate with Senior Project Managers to avoid delays impacting project milestones or critical tasks.
Collaboration with Project Scheduler
- Work closely with the Project Scheduler to integrate document workflows into the project timeline.
- Ensure document control deadlines integrate into the overall project schedule.
- Assess and guide the Project Scheduler with documentation support to sustain project progress.
Compliance and Quality Assurance
- Ensure project documentation complies with corporate standards, industry regulations, and client specifications.
- Enforce document version control, archiving outdated versions appropriately.
- Safeguard compliance with CDM (Construction Design and Management) regulations.
Reporting and Metrics
- Generate periodic reports on document control activities, including contractor submissions, reviews, and approvals.
- Identify and flag process bottlenecks, delays, or inefficiencies for improvement.
- Provide updates on documentation status and approval progress to Senior Project Managers and other stakeholders.
Knowledge & Skills
- Proficient in the Kairnial system, including document management, submissions, reviews, version control, and user administration.
- Deep knowledge of document control principles, including version control, approval workflows, and contractor submissions.
- Ability to develop transparent, consistent, and efficient document review and approval processes.
- Unrelenting attention to detail and substantive experience managing documentation adherence, organisation, and compliance.
- Strong interpersonal and communication skills, enabling effective collaboration with:
- Project Schedulers
- Senior Project Managers
- Contractors
- Internal teams
- Outstanding ** organisational abilities**, handling multiple documents while ensuring accuracy and efficiency.
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Qualifications
- Demonstrated experience as a Document Controller in the construction industry, especially within large infrastructure or utility projects.
- Hands-on competence in Kairnial or similar document control systems is essential.
- Comprehensive understanding of document management principles, version control, and document review processes.
- Familiarity with CDM regulations and applicable industry standards.
- Prior collaboration with Senior Project Managers and Project Schedulers in managing documentation enjoys great merit.
- Relevant certifications in document control or information management constitute an advantage.
Additional Information
Our Offer
- Good remuneration
- Challenging, global work environment
- Prestigious and innovative projects with skilled colleagues
- Attractive employment conditions with tailored benefits and opportunities for personal and professional advancement
Application Details
- Submit applications in English by 12/07/2026.
- Only applications via our official website are processed.
For recruitment process inquiries, contact Adam Hammond via [email protected]
Vattenfall’s Commitment to Diversity
Vattenfall champions a diverse and inclusive community, where talent can flourish on merit, irrespective of background. Our inclusive employment practices encompass:
- Family-friendly policies
- Flexible working arrangements
- Employee engagement forums
- Support services for diverse staff needs
Diversity drives excellence. Vattenfall advocates:
- Equal opportunities and rights for all
- Inclusivity across gender, ethnicity, age, transgender identity, religion, disability, and sexual orientation. We work continuously to ensure fairness and affordability as a model employer. We welcome all applications!
Workplace Type
- Hybrid (remote and in-office options)
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