Document Controller

The Document Controller will be responsible for managing and maintaining document control processes and systems for Bristol Heat Networks Ltd (BHNL). Initially focused on Bristol projects the role may expand to support other UK regions and central functions within the organisation as required. This position ensures compliance with document management standards facilitates efficient information flow and supports project teams in maintaining accurate records.

This role requires expertise in the Kairnial system from Think Project Solutions and will ensure that all project documentation is accurate accessible and complies with both project and industry standards. The Document Controller will work closely with the Project Scheduler and Senior Project Managers as well as Project Managers and contractors to ensure that all documentation is aligned reviewed and processed in a timely transparent and consistent manner. A core responsibility will be reviewing contractor document submissions ensuring version control and supporting the project management teams with efficient document workflows.

This position is critical in maintaining an organised efficient and compliant document control system that supports the successful delivery of projects.

Main Purpose of 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 Bristol projects the role may expand to support other UK regions and central functions within the organisation as required. This position ensures compliance with document management standards facilitates efficient information flow and supports project teams in maintaining accurate records.

This role requires expertise in the Kairnial system from Think Project Solutions and will ensure that all project documentation is accurate accessible and complies with both project and industry standards. The Document Controller will work closely with the Project Scheduler and Senior Project Managers as well as Project Managers and contractors to ensure that all documentation is aligned reviewed and processed in a timely transparent and consistent manner. A core responsibility will be reviewing contractor document submissions ensuring version control and supporting the project management teams with efficient document workflows.

This position is critical in maintaining an organised efficient and compliant document control system that supports the successful delivery of projects.

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 ensure compliance with project requirements and industry standards.
• Regularly audit project documents to ensure they are up to date complete and correctly filed in the Kairnial platform.

Kairnial System Administration

• Act as the Kairnial system expert providing training guidance and ongoing support to project team members on system use.
• Set up workflows templates and permissions in the Kairnial system to meet project needs.
• Troubleshoot and resolve systemrelated issues liaising with Think Project Solutions support as required.

Contractor Document Submissions

• Review contractor document submissions to ensure compliance with agreed formats quality standards and contractual requirements.
• Ensure contractor documents are versioncontrolled and that only the most current versions are circulated.
• Track contractor submissions and ensure they are processed promptly and accurately maintaining an organized record of all incoming and outgoing documentation.
• Collaborate with the Project Scheduler to ensure that document submission timelines align with the project schedule and that no delays occur.

Document Review Process

• Ensure that all contractor documents are reviewed by the appropriate Project Managers and stakeholders in a timely manner.
• Develop and maintain transparent and consistent document review processes ensuring all parties involved understand their roles and responsibilities in document approvals.
• Monitor the progress of document reviews ensuring that document approvals meet project deadlines and compliance requirements.
• Coordinate with Senior Project Managers to ensure document reviews do not delay project milestones or critical tasks.

Collaboration with Project Scheduler

• Work closely with the Project Scheduler to ensure that documentation flows in accordance with the project timeline and schedules.
• Ensure that document control deadlines and document approval processes are integrated into the overall project schedule to avoid delays.
• Assist the Project Scheduler by providing any necessary documentation support that impacts project progress or timelines.

Compliance and Quality Assurance

• Ensure that all project documentation complies with company standards industry regulations and client specifications.
• Monitor and manage document version control ensuring that documents are correctly tracked with outdated versions archived appropriately.
• Ensure that all documentation complies with CDM (Construction Design and Management) regulations.

Reporting and Metrics

• Generate regular reports on document control activities including the status of contractor document submissions reviews and approvals.
• Highlight areas for improvement in document control workflows including process bottlenecks delays or inefficiencies.
• Provide regular updates to Senior Project Managers and other relevant teams regarding the status of documentation and approvals.

Knowledge and Skills

• Proficiency with the Kairnial system from Think Project Solutions including document creation submission review version control and user management.
• Deep understanding of document control processes including version control document approval workflows and contractor submissions.
• Ability to develop and maintain transparent consistent and efficient document review and approval processes.
• Strong attention to detail and ability to ensure documents are correctly managed organized and compliant.
• Strong interpersonal and communication skills with the ability to collaborate effectively with Project Schedulers Senior Project Managers contractors and other internal teams.
• Excellent organizational skills able to manage multiple documents and submissions while maintaining high accuracy and efficiency.

Qualifications :

• Proven experience as a Document Controller in the construction industry particularly on large infrastructure or utility projects.
• Handson experience with Kairnial or similar document control systems is essential.
• Indepth knowledge of document management principles version control and document review processes.
• Familiarity with CDM regulations and other relevant industry standards.
• Experience working closely with Senior Project Managers and Project Schedulers in managing project documentation is highly advantageous.
• Relevant certifications in document control or information management are desirable.

Commitment to Diversity

Vattenfall is committed to promoting a diverse and inclusive community a place where we can all be ourselves and succeed on merit. We offer a range of family friendly inclusive employment policies flexible working arrangements staff engagement forums and services to support all our employees.

As a member of the UK Heat team all employees are expected to take individual and collective professional responsibility for championing Vattenfalls diversity agenda and to commit to continually developing personal understanding of diversity.

Additional Information :

Our offer 
Good remuneration a challenging and international work environment and the possibility to work with some of the best in the field. You will be working in interdisciplinary teams and you can always count on support from committed colleagues. We offer attractive employment conditions and opportunities for personal and professional development. 

More Information 
We welcome your application in English no later than 06/04/2025. We kindly request that you do not send applications by any means other than via our website as we cannot guarantee that we will be able to process applications that are not made via our website. 
 
For more information about the recruitment process you are welcome to contact our recruiter Adam Hammond via  

Commitment to Diversity

Vattenfall is committed to promoting a diverse and inclusive community a place where we can all be ourselves and succeed on merit. We offer a range of family friendly inclusive employment policies flexible working arrangements staff engagement forums and services to support all our employees.

We are convinced that diversity contributes to build a more profitable and attractive company and we strive to be good role model regarding diversity. Vattenfall works actively for all employees to have the same opportunities and rights regardless of gender ethnicity age transgender identity or expression religion or other belief disability or sexual orientation. 
 
We look forward to receiving your application! 

Remote Work :

No

Employment Type :

Fulltime