Documentation Management Advisor

Documentation Management Advisor (3 positions!)

The Document Management Advisor is responsible for guiding and shaping the implementation of the Document Management System (DMS) and 3D Viewer within the TenneT Ecosystem of Data (TED), with a primary focus on the LON Engineering and Construction domain. The role operates in an advisory and implementation-guiding capacity, supporting project teams, contractors, and delivery partners to ensure consistent, compliant, and effective adoption of TED-aligned document management practices.

The Document Management Advisor acts as a senior sparring partner for project and programme stakeholders, translating TED standards, tender outcomes, and SaaS capabilities into workable and scalable document management processes during project execution.

Context

At TenneT, the volume and complexity of the information we manage has grown exponentially. Within the scope of the TenneT Ecosystem of Data (TED) programme, this growth creates the need for a coherent and standardised approach to managing project information across engineering, construction, and delivery activities. It is no longer merely documentation that is required; structured data, models, correspondence, and digital artefacts increasingly form the backbone of project execution, compliance, and regulatory evidence.

TED is TenneT’s Common Data Environment (CDE): a digital environment to store, manage, and share project-related information to support collaboration, reduce errors, and ensure a single source of truth throughout the project lifecycle. TED is realised through the adoption of cloud-based, Software-as-a-Service (SaaS) solutions selected according to a best-of-breed principle, ensuring optimal functional fit, innovation, and alignment with TenneT’s long-term digital strategy.

The LON DMS and 3D Viewer implementation is the first operational rollout under the TED framework. As such, it establishes the foundation, working practices, and implementation model for future TED implementations across other business units.

Tasks

• Guiding LON project teams in the implementation and adoption of the TED DMS and 3D Viewer, ensuring alignment with TED standards, tender scope, and programme governance
• Working closely with LON document managers to understand project needs, constraints, and existing practices, and translating these into workable implementation approaches
• Translating contractual requirements and SaaS capabilities into practical document management processes for engineering and construction delivery
• Advising on the design and application of document control processes, including correspondence management, interface documents, technical queries, non-conformities, and controlled 3D model submission and review
• Supporting the definition and consistent application of metadata, document structures, classification standards, and access principles
• Supporting projects in preparing for and executing the migration from ThinkProject to the new DMS, including clarifying scope, expectations, and prerequisites
• Working with projects to identify critical documents, data quality risks, and migration-specific concerns
• Supporting validation, reconciliation, and acceptance of migrated data to ensure completeness, correctness, and usability for ongoing project execution
• Advising on go-live readiness and supporting hypercare activities to help projects stabilise after migration
• Acting as the business-facing counterpart to the system integrator and SaaS vendor for document management and migration-related topics
• Collaborating with architecture, security, privacy, and compliance stakeholders to ensure document management practices are compliant by design
• Capturing implementation feedback and lessons learned, and advising the TED programme on refinements to standards, processes, and implementation guidance
• Contributing to the definition of reusable implementation patterns and best practices to support future TED implementations beyond LON

Responsibilities

The Document Management Advisor plays a central role in guiding the implementation and adoption of the new Document Management System (DMS) and 3D Viewer within the LON Engineering and Construction domain. Acting as an experienced advisor to LON, the role applies deep document management expertise to support an efficient and effective rollout of the new solution.

The role works closely with the document managers currently active on LON projects, taking the time to understand their needs, challenges, and existing ways of working. These insights are translated into clear, practical implementation guidance that supports project delivery while remaining aligned with TED standards and governance.

The Document Management Advisor focuses on shaping and embedding consistent, compliant, and scalable document management practices across all LON projects, while supporting a controlled transition from legacy environments to the TED framework. As part of the first operational TED implementation, the role contributes directly to the development of reusable implementation patterns and provides structured feedback into TED governance, standards, and future rollouts.

A key responsibility is supporting the migration from the existing ThinkProject environments to the new TED DMS. The Document Management Advisor works closely with LON document managers, project teams, the system integrator, and the SaaS vendor to ensure migrations are prepared, executed, and validated in a controlled manner. This includes helping projects understand migration scope and prerequisites, assessing data quality and completeness, and supporting issue resolution before and after go-live.

Throughout the implementation, the Document Management Advisor acts as a sparring partner for project teams, contractors, vendors, and central TED stakeholders, influencing decisions and guiding adoption without owning operational execution.

Important

• Candidate will work on the TenneT Ecosystem of Data (TED) programme, with the focus on the implementation of a new Document Management System (DMS). After the European tender, the expectation is that the first part of the implementation will end in the end of 2027.
• TenneT is going from the current system (Thinkproject) to a new system (not yet known which one, depending on the tender. Candidate must have previously played a key role in system migrations (must!), even as with experience with data testing. It will be an influential role; within TenneT there will be significant internal resistance. Candidate must be a good storyteller and able to persuade people. More in the direction of; this will be the new software, which can easily be done this way;
• Please know: a Documentation Management Advisor is, compared to a document manager, more an advisory role.
• Candidate needs to have proven knowledge and experience (>5 years) of organizing documentation and information streams in complex project organizations preferable in the infrastructural/offshore field. Think of experience with clients like RWS, ProRail, Schiphol, a contractor (for example: BAM), in general: asset organizations, etc.;
• TenneT is not looking for a type projectmanager, but explicit an experienced document manager with relevant experience within multiple companies (not only within one company). As mentioned; candidate must have previously played a key role in system migrations (must!). A very experienced document controller (with political sensitivity!) might also be eligible;
• Candidates must be fluent in English. Dutch is a definite plus. Important: Candidate has to live in the Netherlands!