Spec Writer

Spec Writer

Department: New Construction/Estimating

This job description is only a summary of some of the typical functions of the job, as determined on a certain date. It is not an exhaustive list of all possible job responsibilities, tasks, qualifications, skills and duties, any of which might differ or be modified at any time from those outlined in this summary.

  DOIT CORE VALUES

Dedication: We commit fully to excellence — showing up every day with focus, passion, and perseverance. We go beyond expectations, driven by pride in our work and the belief that consistent effort produces extraordinary results.

·      Consistently demonstrates strong work ethic and follow-through on all tasks and commitments.

·      Maintains focus and persistence when facing challenges, proactively seeking solutions.

·      Shows willingness to go above and beyond to support team and organizational goals.

·      Prioritizes quality and accuracy, ensuring work is completed to high standards.

·      Displays dependable attendance, punctuality, and readiness to contribute every day.

 Ownership: We take responsibility for our actions, outcomes, and impact. We don’t wait to be told — we take initiative, solve problems, and see every task through to completion with accountability and pride.

• Takes full responsibility for outcomes, both successes and areas needing improvement.
• Approaches work with a proactive mindset, identifying opportunities rather than waiting for direction.
• Follows projects through to completion with minimal oversight.
• Demonstrates accountability by addressing issues promptly and communicating openly.
• Acts as a steward of company resources, processes, and reputation.

  Integrity: We do what’s right, even when no one is watching. Honesty, fairness, and transparency guide our decisions and build trust with our teammates, clients, and customers.

• Upholds honesty, transparency, and ethical behavior in all interactions and decisions.
• Maintains confidentiality and handles sensitive information responsibly.
• Adheres to policies, procedures, and professional standards without compromise.
• Speaks up respectfully when something doesn’t align with IOS values.
• Builds trust through consistent, reliable, and principled behavior.

Team Player: We win together. We listen, collaborate, and support one another, knowing that shared success comes from mutual respect and a collective commitment to our goals.

·        Collaborates effectively across functions and departments to achieve shared goals.

·        Offers support, guidance, and knowledge to teammates when needed.

·        Communicates clearly, respectfully, and openly to maintain a positive team environment.

·        Values diverse perspectives and contributes to inclusive decision-making.

·        Adapts to changing priorities and remains flexible to support team success.

PRIMARY PURPOSE:

 Under the direction of the Director of Sales, the Spec Writer is responsible for reviewing project specifications and translating project requirements into accurate, actionable information for the IOS team. This role identifies applicable Division 8 & 28 and related requirements, develops and maintains hardware and product specifications, and communicates critical project requirements to estimating, engineering, purchasing, and project management. The Spec Writer plays a critical role in ensuring IOS understands project requirements, identifies potential risks early, and maintains compliance with contract documents, applicable codes, and industry standards.

SPECIFIC JOB DUTIES, RESPONSIBILITIES, AND EXPECTATIONS

This position is responsible for the execution and management of specification review and documentation including:

·    Specification Review & Analysis

·    Product & Specification Identification

·    Reviewing project pricing and assigning appropriate discounts to ensure competitiveness and margin integrity.

·    Assigning projects to estimators based on workload, complexity, and skillset.

·    Leading project award handoff meetings to ensure seamless transition to project management and operations.

·    Communicating project award information to vendors and maintaining strong vendor relationships.

·    Monitoring and driving estimating accuracy, maintaining EST to DET variance of less than 5%.

·      Specification Review & Analysis

o Review project specifications, architectural documents, addenda, and related contract documents.

o Identify Division 8, Division 10, Division 28, and other applicable requirements affecting IOS scope.

o Identify hardware, door, frame, access control, security, and specialty opening requirements.

o Review specifications for applicable products, manufacturers, standards, certifications, and performance requirements.

o Identify conflicts, omissions, unclear requirements, and potential project risks.

o Maintain organized documentation of project-specific specification requirements.

o Communicate significant specification requirements to estimating and project teams.

·      Product & Specification Identification

o Identify products and manufacturers that meet project specifications and performance requirements.

o Review product requirements for doors, frames, architectural hardware, electronic hardware, access control, and related opening products.

o Research manufacturer literature and technical information to verify compliance with project requirements.

o Identify acceptable manufacturers, substitutions, alternates, and potential value engineering opportunities.

o Maintain knowledge of IOS product offerings and manufacturer requirements.

o Support estimating and engineering with product and specification interpretation.

·      Specification Writing & Documentation

o Develop and maintain project-specific specification documentation and summaries.

o Create clear and accurate specification notes for use by estimating, engineering, purchasing, and project management.

o Document key requirements, exclusions, assumptions, substitutions, and clarifications.

o Maintain standardized specification review processes and templates.

o Ensure specification documentation is complete, accurate, and easy for internal teams to understand.

o Assist in developing and maintaining IOS specification standards and reference materials.

• Code, Standards & Compliance

o Review project requirements for compliance with applicable building codes, accessibility requirements, fire/life safety requirements, and industry standards.

o Identify requirements affecting door and hardware applications, egress, fire-rated openings, accessibility, and security.

o Maintain familiarity with applicable industry standards and manufacturer requirements.

o Flag potential compliance concerns for review by appropriate IOS personnel.

o Support continuous improvement of IOS knowledge related to codes, standards, and specifications.

·      Internal Coordination & Project Support

o Coordinate with estimating during the bidding process to clarify project requirements and scope.

o Support engineering during project development and detailing.

o Provide project managers with clarification of specification requirements when needed.

o Communicate specification changes resulting from addenda, RFIs, substitutions, and approved changes.

o Participate in project handoff and coordination meetings when specification expertise is required.

o Assist team members in resolving specification-related questions and discrepancies.

• Continuous Improvement & Knowledge Management

o Maintain current knowledge of products, manufacturers, codes, standards, and industry practices.

o Identify recurring specification issues and recommend process improvements.

o Develop and maintain internal specification resources, reference documents, and training materials.

o Support IOS Academy training related to specifications, products, and industry requirements.

o Assist in improving specification review accuracy, consistency, and efficiency.

LICENSE & CERTIFICATION:

-High School Diploma or GED, PREFERRED DEGREE

·          Valid driver’s license and ability to meet company driving requirements

•   AHC Certification (Preferred)

·          Commitment to ongoing industry training, including product knowledge (doors, frames, hardware), code compliance, and specification standards

·          Proficiency with Microsoft Office and common document management tools.

·          Industry-specific certifications such as AHC, CDC, EHC, or other DHI credentials (preferred but not required)

·          Familiarity with applicable codes and standards (e.g., fire/life safety, accessibility, and building codes)

·          Familiarity with specification platforms and resources such as MasterFormat, CSI, and manufacturer technical documentation preferred.

 - 1 - 2 Years equivalent experience

REQUIRED SKILLS AND KNOWLEDGE:

AHC Certification (Preferred)

Strong understanding of construction documents and architectural specifications.

Strong attention to detail and ability to identify discrepancies and missing information.

Strong written and verbal communication skills.

Ability to interpret technical information and communicate it clearly to others.

Ability to understand and interpret Division 8 specifications and architectural hardware requirements.

Knowledge of applicable building, accessibility, fire/life safety, and industry standards preferred.

Strong organizational and time-management skills.

Ability to manage multiple projects and competing deadlines.

Proficiency with Bluebeam or similar PDF/document review software preferred.

Autonomous but able to work effectively in a team environment.

Adapts quickly to changes in technology, products, specifications, codes, and marketplace requirements.

Demonstrates strong problem-solving and critical-thinking skills.

While the position will work in a normal office environment, travel to various locations may be necessary as required by the needs of the business. Working hours will vary from time to time depending upon the needs of the business. This is a full-time, in-office position.