Document Controller (Freelance)

We are looking for an experienced Document Controller to support a focused 4-week data migration project, transferring project documentation and associated information from Asite to 4Projects.

The successful candidate will be responsible for supporting the extraction, checking, organisation, migration and validation of project information, ensuring that documents and associated metadata are transferred accurately and that the integrity of the project record is maintained.

This is a short-term, delivery-focused role requiring someone who can quickly understand the existing document structure and work methodically to complete the migration within the required timeframe.

Key Responsibilities

• Support the migration of project documentation and data from Asite to 4Projects.

• Review the existing Asite document register, folder structure and project information prior to migration.

• Assist with bulk extraction/download of documents, drawings and associated records from Asite.

• Prepare documentation and data for upload/import into 4Projects.

• Check and cleanse document metadata, including document numbers, titles, revisions, statuses, disciplines, document types and other required fields.

• Identify duplicate, obsolete, incorrectly classified or missing information and escalate exceptions for resolution.

• Ensure the agreed folder structure, naming conventions and metadata requirements are applied consistently within 4Projects.

• Support bulk uploading/importing of documents and associated metadata into 4Projects.

• Maintain migration trackers and reconciliation records showing information extracted, migrated, validated and outstanding.

• Carry out post-migration quality assurance checks to confirm documents have transferred correctly and remain accessible.

• Reconcile source and destination document registers to identify missing or unsuccessful migrations.

• Check document revisions and status information to ensure the latest and required historical records have been retained.

• Record and report migration errors, exceptions and outstanding actions.

• Liaise with the Project Manager, Information Manager, project team and system support as required.

• Provide a clear handover at the end of the four-week assignment, including outstanding issues and confirmation of migration status.

Essential Experience & Skills

• Previous experience working as a Document Controller, ideally within construction, engineering, infrastructure or a similar project environment.

• Strong experience using Asite.

• Experience with 4Projects or similar Common Data Environment (CDE)/document management platforms.

• Experience managing large volumes of project documentation.

• Good understanding of document numbering, revisions, statuses, metadata and document registers.

• Strong Microsoft Excel skills, including working with large document registers and migration trackers.

• Excellent attention to detail and ability to identify discrepancies between source and destination data.

• Comfortable working to a tight deadline with minimal supervision.

• Methodical approach to data checking, reconciliation and quality assurance