Document Controller

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.

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.

• 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.

• 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 system-related issues, liaising with Think Project Solutions support as required.

• Review contractor document submissions to ensure compliance with agreed formats, quality standards, and contractual requirements.
• Ensure contractor documents are version‑controlled 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.

• 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.

• 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.

• 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.

• 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.

• 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…