Document Controller - Security Cleared

Aldwych Consulting Ltd; England; On-site; GBP 42,000 - 55,000; Full time

Job summary

Aldwych Consulting is recruiting an experienced Document Controller to join a major facilities and infrastructure project in North West London. The role focuses on maintaining asset records, data management and handover readiness, with an emphasis on accuracy and governance.

You will work closely with the Asset Manager and project team, ensuring asset information is verified, complete and available for handover, while managing CAFM data and reporting via Excel.

Qualifications

• SC clearance is required and must be active.
• Advanced Excel skills for large datasets.
• Experience with CAFM systems such as Concept Evolution.
• Experience in document control and data management.
• Ability to liaise with engineers and multiple stakeholders.

Responsibilities

• Maintain and verify asset records across information management systems.
• Support asset verification and handover.
• Manage asset registers and electronic filing.
• Produce reports and dashboards using Excel.
• Identify data discrepancies and risks.
• Support compliance checks and audits.
• Collaborate with engineers and facilities teams.
• Ensure records meet governance requirements.

Skills

Data management

Attention to detail

Asset management

Numerical skills

Analytical thinking

Stakeholder communication

Independent working

Education

Technical or numerically focused qualification

Tools

Excel

CAFM systems

Mobiess (asset verification)

Job description

Document Controller - SC Cleared

Location: North West London
Contract: Approximately 9 months, with potential for extension
Start Date: ASAP
Rate: Competitive, dependent on experience
Security Clearance: Active SC clearance essential

We are recruiting for an experienced Document Controller to join a major facilities and infrastructure project at a secure establishment in North West London.

This is an excellent opportunity for an organised, technically minded individual with strong document control, asset management and data administration experience to support an important programme of asset verification and project handover.

Working closely with the Asset Manager and wider project team, you'll play a key role in ensuring that asset information is accurately recorded, verified and maintained across a large and complex estate.

The initial contract is expected to run for approximately nine months, with potential for an extension or longer-term opportunities.

The Role

Your responsibilities will include:

• Maintaining, updating and verifying asset records across information management systems, databases and Computer-Aided Facilities Management (CAFM) software.

• Supporting a large-scale asset verification programme, ensuring asset data is accurate, complete and ready for handover.

• Managing technical documentation, asset registers and electronic filing systems.

• Supporting the handover of asset information, including maintenance schedules, planned preventative maintenance (PPM) records, spare parts information and associated documentation.

• Reviewing and validating asset data relating to mechanical, electrical, building fabric and statutory maintenance requirements.

• Producing reports, dashboards and management information using Excel and other data management systems.

• Identifying discrepancies, missing information and potential risks relating to data accuracy and integrity.

• Supporting technical compliance checks, contractual audits and asset management reporting.

• Liaising with engineers, facilities teams, subcontractors and other stakeholders to obtain and verify information.

• Ensuring documentation and records meet project, contractual and information governance requirements.

About You

We are looking for someone with strong data management skills, excellent attention to detail and the ability to work confidently with technical information.

Ideally, you will have:

• Previous experience in document control, technical data management, asset management administration or a similar role.
• Current SC (Security Check) clearance - essential.
• Advanced Microsoft Excel skills, including manipulating, validating and reporting on large datasets.
• Experience using CAFM systems, ideally Concept Evolution or similar.
• Familiarity with asset capture or verification software, such as Mobiess, would be advantageous.
• Experience maintaining asset registers, technical records, compliance documentation or maintenance information.
• Strong numerical, analytical and problem-solving skills.
• Excellent organisational skills and the ability to manage multiple tasks and deadlines.
• Good communication skills and the confidence to work with technical and non-technical stakeholders.
• A proactive approach, with the ability to work independently as well as part of a wider team.

A Level 4 or higher technical or numerically focused qualification would be beneficial.

Previous experience within facilities management, building services, engineering, construction or defence-related infrastructure would be particularly relevant.

What's on Offer?

• Approximately nine months of contract work.
• Potential for an extension or longer-term employment opportunities, subject to business requirements.
• The opportunity to work on a substantial asset management and handover programme.
• A varied role combining document control, technical data management and asset verification.
• The opportunity to work alongside experienced engineering and facilities management professionals.

Please note: Candidates must already hold SC security clearance suitable for verification by the project's security team. Unfortunately, candidates requiring a new clearance application cannot be considered for this position.

Interested?

If you're an experienced Technical Data or Document Controller with existing SC clearance and are available for a new contract opportunity, we'd be pleased to hear from you.

Apply with your CV or get in touch for a confidential discussion about the role.

Aldwych Consulting values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.

Candidates must be eligible to live and work in the UK.

For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.