Specifications Coordinator

Specifications Coordinator

The Specifications Coordinator supports firm-wide project delivery excellence by preparing, coordinating, and delivering accurate and organized project manuals and related documentation. Working with the Specifications & Materials Manager, Specifications Specialist, and project teams, this position coordinates information, maintains document standards, tracks deadlines, and supports established specifications and material workflows. The role contributes to consistent project delivery through careful document preparation, proactive communication, and continuous improvement.

Responsibilities

• Coordinate specifications and materials documentation and workflows in support of the Specifications & Materials team and project teams across the firm.
• Prepare, organize, coordinate, and distribute project manuals and related documentation in accordance with established standards and workflows.
• Coordinate project information, assignments, and deadlines with team members to support timely delivery.
• Maintain accurate and organized project files, records, and team resources.
• Support the consistent use of approved standards, templates, software, and procedures.
• Review documents for completeness, accuracy, and consistent formatting; communicate items requiring clarification or technical review.
• Communicate progress, outstanding needs, and workload concerns to appropriate team members.
• Maintain organized specifications and materials information, project resources, and supporting documentation in accordance with established standards.
• Participate in training and contribute to improvements in team processes and collaboration.
• Provide additional administrative support as assigned to meet team and project needs.

Qualifications

• Associate or Bachelor's degree in relevant discipline or equivalent professional experience required.
• 2+ years of relevant experience within the AEC industry or a similar project-based environment, with experience in document coordination, construction documentation, specifications, or related project delivery preferred
• Advanced word-processing and document-production skills, including proficiency with Microsoft Word and Adobe Acrobat.
• Familiarity with specification software and digital specification workflows; Specpoint experience preferred.
• Strong organizational and documentation skills
• Ability to follow defined workflows and procedures
• Effective written and verbal communication skills

Benefits and Perks

• Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.
• Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs.
• Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, employer paid short & long term disability, performance bonuses.
• Well-Being: mental health care, culture committees, wellness program, charitable giving match.