Specifications Coordinator

Specifications Coordinator

Join a team where design meets purpose. At RLF, our mission is to create high-performing environments that inspire and nurture the human spirit. For over 90 years, we have been a nationally recognized architecture, engineering, and interior design firm. With a focus on healthcare and federal projects, we deliver impactful, innovative spaces that shape communities and improve lives. We create exceptional places for extraordinary people.

We're a passionate, collaborative team that values excellence, relationships, and fun. If you're looking to make a difference through meaningful work, let's build something great together.

We are seeking an experienced Specifications Coordinator to support complex healthcare and federal projects through the preparation, coordination, and quality management of technical specifications and construction documentation. The Specifications Coordinator partners closely with architects, interior designers, consultants, project managers, and technical leadership throughout all phases of project delivery.

The ideal candidate brings strong technical knowledge, exceptional organizational skills, and the ability to collaborate effectively across multidisciplinary teams. This position plays a critical role in maintaining consistency, reducing risk, and supporting high-quality project documentation.

Responsibilities

• Prepare, edit, and coordinate project specifications using Master Spec and firm standards.
• Coordinate specification development with multidisciplinary project teams to ensure alignment with drawings, design intent, owner requirements, applicable codes, and contract documents.
• Assist in developing and improving specification processes, tools, and best practices.
• Apply firm and industry standards for formatting, organization, and coordination of technical specifications and project manuals.
• Assist with updating firm master specifications, standards, and technical libraries.
• Support Specifications Manager in firmwide QA/QC initiatives through technical document reviews, interdisciplinary coordination, and ongoing improvement of specification standards and documentation practices.
• Support the coordination and technical accuracy of specifications and construction documentation to ensure compliance with applicable codes, owner standards, and contract requirements.
• Provide guidance related to technical documentation practices, specifications development, code coordination, and construction documentation standards.
• Understand the relationship between specifications, drawings, and construction documentation to support coordinated project delivery and minimize project risk.
• Other duties as assigned.

Requirements

• Associate's Degree in Construction Management, Business, or related discipline. Equivalent related experience considered in lieu of degree.
• Minimum 3 years of experience in architectural specifications coordination or technical documentation within an architecture, engineering, or design firm.
• Working knowledge of specification development, coordination, and editing processes.
• Experience coordinating specifications across complex healthcare, federal, institutional, education, civic, or mixed-use projects preferred.
• Working knowledge of Unified Facilities Guide Specifications (UFGS) and CSI Master Specs specification standards.
• CDT, CCS, or other CSI certifications strongly preferred.
• Strong working knowledge of CSI formats, Deltek Specpoint, Specslntact, Whole Building Design Guide (WBDG), building systems, materials, and construction methodologies.
• Experience using Newforma, Deltek Vantagepoint, Adobe Acrobat, Bluebeam, Microsoft 365, and related software platforms.
• Demonstrated commitment to technical excellence, continuous improvement, and ongoing professional development.
• Active participation in the Greater Orlando Construction Specifications Institute (CSI) chapter a plus.
• Commitment to responsive service and collaboration with internal and external project stakeholders.
• Strong interpersonal, emotional intelligence, and communications skills.
• Ability to manage multiple priorities, solve problems proactively, and maintain exceptional attention to detail in a fast-paced, deadline-driven environment.
• Flexibility in work hours may be required to meet project deadlines and business needs.

Why join us?

• Flexible Work Schedules
• Hybrid office (In-office T, W, Th; WFH M,
  
  F)
• PTO and holidays
• Paid Health, Dental, and Vision Coverage
• 401(k) with Company Match
• Paid Short & Long-Term Disability
• Paid Life and AD&D benefits
• Employee Assistance Program
• Supplemental Life and Ancillary Insurance Options
• Professional Certification Reimbursement
• Professional Organization Membership Reimbursement
• Wellness Incentives
• Tuition Assistance
• Student Loan Assistance
• Identity Theft Plan and Legal Plan
• Volunteer Time Off
• Pet Insurance