Document Controller

Pontoon; England; Presencial; GBP 33.000 - 48.000; Jornada completa

Descripción de la vacante

Pontoon is seeking an experienced Document Controller to support a major document migration project within a complex infrastructure environment. The role focuses on reviewing, classifying and migrating legacy documents into a new SharePoint-based Document Management System (DMS), working with document assessors, construction and operational stakeholders.

You will ensure proper classification, metadata accuracy, version control, and compliance with document control standards.

Formación

• Document control experience in construction or infrastructure projects.
• Hands-on SharePoint experience for document management.
• Knowledge of metadata, classification, indexing and naming conventions.
• Ability to identify missing or inconsistent data and ensure data quality.
• Experience with document retention and archiving principles.
• Strong written and verbal communication with stakeholders.

Responsabilidades

• Review legacy document libraries to identify documents for migration, retention or archiving.
• Support document assessors in the migration project, including discovery, classification and preparation.
• Identify duplicate/obsolete/irrelevant documentation and advise on archiving or retention.
• Prepare documents for migration with complete and organised information.
• Assist bulk document uploads and transfers between systems and SharePoint.
• Monitor migration progress, maintain trackers and report issues and risks.
• Ensure metadata and classification are correct and documents are traceable.

Conocimientos

Document control

Construction site experience

Metadata management

Version control

Quality assurance

Communication skills

Herramientas

SharePoint

Asite

Aconex

ProjectWise

Descripción del empleo

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.

Job Title: Document Controller - Document Migration Project

Location: Kent twice per week on site

Contract Type: 6 months with scope to expand

Job Purpose

Our client is seeking an experienced Document Controller with a strong construction background to support a major document migration project within a complex infrastructure environment.

The role will focus on reviewing, classifying and migrating legacy documentation from existing document management systems into a new SharePoint-based Document Management System (DMS).

Working closely with document assessors, construction and operational stakeholders, the successful candidate will help identify which documents need to be retained, migrated or archived. They will ensure documentation is correctly classified, metadata is accurate and information is traceable, accessible and compliant with agreed document control standards.

This is a project-focused role rather than a business-as-usual document control position. The priority is to support the successful delivery of a structured document migration programme, working through legacy information, identifying gaps and inconsistencies, and ensuring the right documentation is transferred into the new system.

Key Responsibilities

Document Migration and Project Delivery

• Review and assess legacy document libraries to identify documents for migration, retention or archiving.
• Support document assessors in delivering the migration project, including document discovery, classification and preparation.
• Identify duplicate, obsolete, superseded or irrelevant documentation and support decisions on appropriate archiving or retention.
• Prepare documentation for migration, ensuring files and associated information are complete and correctly organised.
• Support bulk document uploads and transfers between existing systems and SharePoint.
• Monitor migration progress, maintain trackers and report outstanding actions, issues and risks.
• Investigate missing documentation and work with document owners to locate relevant records.

Document Control and Metadata Management

• Validate document metadata, naming conventions, revision status and classification before migration.
• Ensure documents are accurately indexed, stored and traceable within the new DMS.
• Identify missing or incorrect metadata and coordinate remedial actions.
• Maintain document registers and ensure document records are complete and up to date.
• Apply document control procedures and standards, including version control and document lifecycle requirements.
• Carry out quality assurance checks to confirm migrated documents are accurate, accessible and stored in the correct locations.
• Support document retention and archiving requirements in line with agreed procedures.

Systems and Stakeholder Support

• Use SharePoint to organise, manage and support the migration of technical documentation.
• Work with construction, engineering and operational teams to review documentation and resolve queries.
• Liaise with document authors, assessors and document owners to confirm document relevance and status.
• Identify system or data inconsistencies and elevate issues where necessary.
• Provide progress updates and support the resolution of migration-related issues.
• Contribute to improving document management processes and maintaining consistent standards throughout the project.

Essential Skills and Experience

• Document Control experience, ideally gained within construction, engineering, infrastructure, utilities or another technically complex environment.
• Strong construction site experience, with a practical understanding of project documentation and site-based document control processes.
• Essential hands-on experience using SharePoint for document management and control.
• Previous experience supporting document migration, document library rationalisation or the transfer of information between document management systems.
• A sound understanding of metadata, document classification, naming conventions, indexing and version control.
• Experience reviewing large volumes of documentation to identify relevant, obsolete, duplicate or archive-worthy records.
• Understanding of document retention and archiving principles.
• Experience maintaining document registers, trackers and document control records.
• Strong attention to detail and the ability to identify inconsistencies, missing information and data quality issues.
• Good organisational and communication skills, with the ability to work effectively with assessors, construction teams and other stakeholders.
• A proactive, delivery-focused approach and the ability to work within a defined project environment.
• Experience using Asite, Aconex or ProjectWise.