Freelance Construction Project Coordinator
Budget: $25 – $50 USD
Job Title: Project Filing & Records Coordinator (Freelance – Construction Projects)
Company: AM Electric and Lighting Design Inc.
Location: Remote (U.S.-based preferred)
Contract Type: Freelance / Part-Time
Industry: Construction & Electrical Services
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Overview:
We are looking for a reliable and detail-oriented freelancer to serve as a Project Filing & Records Coordinator. This role will be responsible for organizing, managing, and maintaining all records related to our ongoing construction projects — from financial documents and purchase receipts to contracts, change orders, and compliance documentation.
⸻
Key Responsibilities:
Document Management:
• Create and maintain organized digital files for each active and completed project
• Store and manage:
• Project contracts and agreements
• Change orders
• Preliminary notices, lien releases, and compliance documents
• Subcontractor and vendor agreements
• Private customer documents and authorization forms
• Project-related correspondence
Financial Record Keeping:
• Track and file:
• All vendor invoices (paid and unpaid)
• Customer invoices and payment records
• Material purchase receipts
• Labor expense reports
• Job costing breakdowns and summaries
• Monitor and flag outstanding balances or overpayments
• Maintain backup for accounting and tax documentation
Deadline & Compliance Tracking:
• Keep calendar of important filing deadlines (e.g. preliminary notices, lien deadlines, contract renewals)
• Issue internal reminders and alerts for key due dates and follow-ups
Invoice Follow-Up & Collections:
• Draft and send follow-up emails to customers with past-due invoices
• Track collection notices and responses
• Keep communication records related to payment disputes or follow-ups
⸻
Qualifications:
• Experience in construction, bookkeeping, project coordination, or admin roles preferred
• Proficient in digital file organization (Google Drive, Dropbox, etc.)
• Strong attention to detail and organizational skills
• Familiarity with contractor documentation (invoices, change orders, notices, etc.)
• Excellent written communication skills for professional follow-ups
• Basic knowledge of QuickBooks, Excel/Google Sheets, and PDF management tools
⸻
Preferred:
• Experience working with California construction projects
• Understanding of lien rights, preliminary notices, and subcontractor documentation
• Ability to keep confidential financial and legal data secure
Company: AM Electric and Lighting Design Inc.
Location: Remote (U.S.-based preferred)
Contract Type: Freelance / Part-Time
Industry: Construction & Electrical Services
⸻
Overview:
We are looking for a reliable and detail-oriented freelancer to serve as a Project Filing & Records Coordinator. This role will be responsible for organizing, managing, and maintaining all records related to our ongoing construction projects — from financial documents and purchase receipts to contracts, change orders, and compliance documentation.
⸻
Key Responsibilities:
Document Management:
• Create and maintain organized digital files for each active and completed project
• Store and manage:
• Project contracts and agreements
• Change orders
• Preliminary notices, lien releases, and compliance documents
• Subcontractor and vendor agreements
• Private customer documents and authorization forms
• Project-related correspondence
Financial Record Keeping:
• Track and file:
• All vendor invoices (paid and unpaid)
• Customer invoices and payment records
• Material purchase receipts
• Labor expense reports
• Job costing breakdowns and summaries
• Monitor and flag outstanding balances or overpayments
• Maintain backup for accounting and tax documentation
Deadline & Compliance Tracking:
• Keep calendar of important filing deadlines (e.g. preliminary notices, lien deadlines, contract renewals)
• Issue internal reminders and alerts for key due dates and follow-ups
Invoice Follow-Up & Collections:
• Draft and send follow-up emails to customers with past-due invoices
• Track collection notices and responses
• Keep communication records related to payment disputes or follow-ups
⸻
Qualifications:
• Experience in construction, bookkeeping, project coordination, or admin roles preferred
• Proficient in digital file organization (Google Drive, Dropbox, etc.)
• Strong attention to detail and organizational skills
• Familiarity with contractor documentation (invoices, change orders, notices, etc.)
• Excellent written communication skills for professional follow-ups
• Basic knowledge of QuickBooks, Excel/Google Sheets, and PDF management tools
⸻
Preferred:
• Experience working with California construction projects
• Understanding of lien rights, preliminary notices, and subcontractor documentation
• Ability to keep confidential financial and legal data secure