Freelance Construction Site Documentation Coordinator

Location: Valencia, Spain – fully on site
Start: Calendar week 40, 2026
Duration: Until approximately the end of March 2027
Workload: 30–35 hours per week
Contract type: Freelance assignment

Candidate Eligibility

This assignment is open exclusively to candidates who are already based and legally registered in Spain.

Applicants must:

• Be resident in Spain, preferably in Valencia or the surrounding area

• Be legally authorised to work in Spain

• Be registered as a self-employed professional in Spain (“autónomo”) or operate through a legally registered Spanish company

• Be registered with the Spanish Social Security system

• Be able to work regularly on site in Valencia without relocation or international posting

• Provide all required documentation before the assignment starts

Candidates requiring relocation to Spain, visa sponsorship, international posting or an A1 certificate cannot be considered for this assignment.

Project Overview

We are looking for an experienced freelance Construction Site Documentation Coordinator to support an industrial construction project in Valencia. 

The role focuses on construction-related documentation, project correspondence, document research and coordination with the site and project management teams. It does not involve the physical execution of construction or installation work.

Key Responsibilities

• Prepare and maintain structured daily construction reports based on verbal updates, independently researched information such as weather data, and English-language project documents

• Draft construction-related correspondence based on instructions from the local site management team and existing templates

• Research project correspondence and documentation relating to changes, delays and escalations

• Compile supporting documents and structured overviews for change management

• Obtain client confirmation of completed work, including additional works, time records and measurements

• Upload and maintain documents in the client’s document management system

• Create and maintain records of additional labour hours

• Coordinate with Controlling regarding the allocation of hours to individual change requests

• Track open topics and maintain structured action and to-do lists

• Prepare overviews of work equipment and its availability

• Draft notifications of delays or impediments based on information provided by the local site management team

• Attend site meetings and inspections and prepare accurate meeting minutes

• Collaborate with site management, project management, suppliers, customers and other project stakeholders

• Coordinate with relevant contacts at the company’s head office by email, telephone and video conference

Required Experience and Skills

• Proven experience in construction-related documentation, project administration or construction site coordination

• Experience preparing formal project correspondence, reports, meeting minutes, trackers and document packages

• Ability to read and understand technical drawings

• Strong research skills and the ability to identify relevant information within extensive project documentation

• Experience working with document management systems

• Confident use of Microsoft Office, particularly Word and Excel

• Independent, accurate and highly organised working style

• Strong communication skills and the ability to work with different stakeholders on site

• Valid driving licence

• Fluent English, both written and spoken

• Good Spanish language skills

• Availability to work 30–35 hours per week predominantly on site in Valencia

Mandatory Documents

The selected freelancer must provide the following documents before starting the assignment:

• Valid Spanish DNI, NIE or passport

• Evidence of the legal right to work in Spain

• Proof of current registration as a Spanish self-employed professional (“autónomo”) or proof of a legally registered Spanish company

• Proof of registration with the Spanish Social Security system

• Current proof that social security and tax obligations are being met, where requested

• Valid professional or public liability insurance

• Medical fitness certificate, if required for access to the construction site

• Evidence of relevant occupational health and safety training

• Evidence of the required construction or metal-sector safety training, if applicable to the site and assigned activities

• Confirmation of receipt of job-specific health and safety information

• Confirmation of completion of the required site-specific safety induction

• Record of the personal protective equipment issued for site access

• Copies of any additional site-specific certificates required for the activities performed

Certifications for working at height, mobile elevating work platforms, forklifts, confined spaces or electrical risks are only required if the freelancer will perform or enter areas involving these activities.

The freelancer must also comply with the customer’s site-access, health and safety, confidentiality and documentation requirements throughout the assignment.

Requirements: 

Start: asap

Duration: 6 months

Capacity: 4-5 days per week

Location: Valencia