Specification Coordinator

Wold Architects; Minneapolis (MN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Hybrid work schedule

PTO frontloaded

6% 401(k) match

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Paid Volunteer Time

License Reimbursement

Dependent Care Assistance

Disability Insurance

Paid Parental Leave

Job summary

Wold Architects and Engineers is seeking a Specifications Coordinator to manage, format, and finalize project specifications in SpecLink, collaborating with the Administrative team and Project Managers. This role emphasizes quality control, adherence to Wold standards, and timely, accurate documentation across projects.

The candidate will maintain master specifications, support workflow improvements, and provide guidance on SpecLink usage to staff, ensuring consistency and high-quality

Qualifications

• 2–5 years in a professional organization (AEC preferred).
• Associate or Bachelor's degree in Architectural Technology, Architecture, Engineering, or related field.
• Strong written and verbal communication with internal staff, consultants, and contractors.
• Excellent time-management and organizational skills for multiple deadlines.
• Very high accuracy and attention to detail; ability to resolve documentation issues.

Responsibilities

• Coordinate, format, review, and finalize project specifications in SpecLink with admin team and PMs.
• Review specs for completeness, accuracy, consistency, formatting, and alignment with standards.
• Coordinate with project staff and admin team to meet deadlines and deliver high-quality specifications.
• Follow QC procedures and improve documentation accuracy, efficiency, and consistency.
• Maintain and update master specs, templates, and related documentation to reflect standards.

Skills

Communication skills

Time management

Attention to detail

Independent worker

Self-motivated

Education

Architectural degree or related field

Tools

SpecLink

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

MN Administrative Staff FT Hourly Minneapolis, MN, US

Salary Range: $25.00 To $30.00 Hourly

Wold Architects and Engineers is a dynamic growth-oriented company looking for candidates interested in making a long-term commitment to a career full of opportunity and growth. As a full-service firm, we provide a wide range of services for our clients across multiple market segments including K-12 education, government, civic, higher education, and health care.

We are seeking to expand our Administrative team with a Specifications Coordinator with strong knowledge and experience using SpecLink. This role will focus on coordinating, formatting, and finalizing specifications in partnership with the Administrative team. Strong communication, professionalism, and the ability to coordinate effectively with internal staff are also important qualities for success in this role.

Location:

This position is based at our headquarters in downtown Minneapolis, Minnesota, at the 50 South 6 th Building. Located in the heart of downtown, our office offers a vibrant city-center setting with easy access to everything Minneapolis has to offer!

Specification Coordination and Quality Control

• Coordinate, format, review, and finalize project specifications in SpecLink in collaboration with the administrative team and Project Managers.
• Review specifications and related documentation for completeness, accuracy, consistency, formatting, and alignment with Wold standards; identify and resolve discrepancies or coordinate corrections with the appropriate staff.
• Coordinate with project staff and administrative team members to manage specification requirements, meet project deadlines, and ensure high-quality deliverables.
• Follow established quality control procedures and identify opportunities to improve documentation accuracy, efficiency, and consistency.

Master Specifications and Standards Management

• Maintain and update corporate master specifications, templates, and related documentation to reflect Wold standards, approved products, current requirements, and established practices.
• Coordinate master specification updates with Acquisitions and ensure approved changes are implemented consistently across relevant documents.
• Support the development and maintenance of specification standards, procedures, and workflows to promote consistency and continuous improvement across projects.

Team Collaboration, Training, and Support

• Serve as a resource for SpecLink-related questions, workflows, and best practices, providing guidance to administrative team members and project staff as needed.
• Collaborate and communicate professionally with project staff, the administrative team, and Acquisitions to coordinate specification updates, clarify requirements, and resolve documentation issues.
• Support knowledge sharing and team development by helping colleagues learn SpecLink and apply Wold’s specification standards and procedures.
• Support with other ad-hoc administrative projects and tasks.

Essential Qualifications:

• 2-5 Years of experience in a professional organization, preferably in the AEC industry.
• Associate or Bachelor's degree in Architectural Technology, Architectural Studies, Architecture, Construction Management, Engineering, Technical Writing, Business, or a related field preferred; equivalent relevant experience will also be considered.
• Strong oral, written, and interpersonal communication skills, with the ability to coordinate professionally with internal staff, consultants, and contractors.
• Excellent time-management and organizational skills, including the ability to manage multiple projects and deadlines.
• A high level of accuracy and attention to detail, with the ability to identify inconsistencies and resolve documentation issues.
• Ability to work independently and proactively address project needs.
• Ability to learn, interpret, and apply established standards, procedures, and documentation practices.

Preferred Qualifications:

• Demonstrated knowledge and hands-on experience using SpecLink.
• Experience coordinating, editing, formatting, or quality-checking specifications or technical documentation, preferably in an architectural, engineering, or construction environment.
• Familiarity with construction documents, including drawings, specifications, project manuals, and related project deliverables.

What we Offer:

We believe in supporting our employees through a comprehensive benefit offering including a hybrid work schedule, frequent employee events, 6% 401(k) match, PTO frontloaded for immediate use, FSA, HSA, FMLA, Life Insurance, Dental Insurance, Health Insurance, Vision Insurance, Paid Volunteer Time, License Reimbursement, Dependent Care Assistance, Short-term and Long-term Disability Insurance and Paid Parental Leave.

Wold Architects and Engineers is an Affirmaitive Action/Equal Employment Opportunity employer. We value the perspectives and experience each individual brings to our integrated teams and the communities we serve. All employment decisions are made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other status protected by applicable federal, state, or local law.