Construction Specifier: A Detailed Outline of the Role

At RIB Software, we are not only committed to developing innovative construction software solutions, but we also want to educate our users and readers about the ins and outs of our industry. As a part of this mission, we’ve put together a blog series that explores the different construction roles, outlining essential skills, responsibilities, potential salary, challenges, and educational path for each role. We’ve previously covered the roles of the construction estimator, construction planner, and BIM manager. Today, it’s the turn of the construction specifier.

Key Takeaways

• A construction specifier generates technical specifications that define material, equipment, process, and quality deliverables, and become the source of truth for complex construction projects.
• Specifiers are responsible for evaluating project requirements, developing new specs, supporting the procurement process, and managing existing specifications throughout the project lifecycle.
• To achieve their goals, specifiers must have deep industry and regulatory knowledge. As trusted advisors, they must also pay attention to detail and be skilled communicators and problem solvers.
• Salaries for professional specifiers vary based on the project type, region, and individual qualifications, but those who obtain the necessary education and experience to enter this field can earn on average: USD $85,523 in the US; and £38,730 (USD $51,989) in the UK.
• Construction software tools for takeoff and estimation, document control, and specification management improve efficiency, minimize errors, and improve team collaboration.
• Building information modeling (BIM) platforms integrate with spec writing as material, cost, design, and sustainability information is seamlessly transferred to and from the multi-dimensional BIM model.

Construction architects are inclined to handle the spec generation process but as skilled as they might be, they do need the technical and regulatory knowledge to clearly specify project requirements. This can lead to incomplete or unclear information, resulting in multiple change orders, budget overruns, and schedule delays. That is why the role of the specifier is so important today. Professional specifiers are experts in the field and are equipped to advise in decision-making for better outcomes. Keep reading to learn all about it!

What Is a Specifier in Construction?

A construction specifier is responsible for generating detailed technical specifications about a project’s materials and equipment. They are the ones who must advise project stakeholders about what materials to acquire to meet design, quality, safety, and sustainability requirements.

Professional specifiers have a wealth of knowledge in construction, product manufacturing, installation, and maintenance. They are experts in all types of construction materials and methods, making them invaluable assets in building cost-effective, high-quality structures.

Specifiers are especially important in large construction projects where different teams design components that must fit together for the project to work. Their job is to review and integrate all these elements in an understandable and technically accurate way. They collaborate with stakeholders like architects, engineers, contractors, and clients, outlining detailed specifications to guide the project. Construction specifiers are vital to the success of a project because they:

• Ensure fair and accurate costing by detailing all materials and workmanship
• Set clear expectations for vendors, contractors, and clients
• Provide a single source of truth for construction products and materials
• Set appropriate quality and workmanship standards that are independently verifiable

A good specifier also supports the cost estimation and bidding processes by providing clear and detailed specifications to limit misinterpretation and errors that can cause delays or lead to cost overruns during the construction phase.

What Does a Construction Specifier Do?

A specifier creates and updates specification documents to complement design drawings that define the materials and installation methods for a construction project. Construction specifications documents are prepared before construction begins to guide the building team and other stakeholders about how the project should be built. They provide crucial details about how the different materials and equipment should be used, as well as workforce guidelines. The main goal is to provide detailed information to supplement the architectural drawings and ensure the project’s quality and regulatory requirements are met.

Here’s a more detailed look at construction specifier responsibilities:

Evaluate project requirements

Specifiers need to carefully study project requirements to develop clear specifications and provide advice and effective feedback. They collaborate with the design team to pick materials and technologies that align with quality and regulatory requirements. They apply this knowledge throughout the project to evaluate and ensure work quality.

Develop specifications

Writing specifications is obviously one of the key tasks associated with this role. Specs must be detailed, specific, and clear, as different teams, especially contractors and subcontractors, use them as guides for their work. Specs are also utilized during quality inspections to ensure the work complies with agreed-upon requirements. Specifiers collaborate with architects, engineers, and other disciplines to produce the most accurate and detailed specs.

It’s important to note that in large construction companies, the specifier is often considered a senior position that is not in charge of the actual writing of specs – a spec writer is hired to fulfill that role. However, for the purpose of this post, we will consider this part of the overall specifier role.

Support the procurement process

The specifier supports the construction procurement process, researching and evaluating the durability, performance, costs, and environmental impact of materials to advise procurement teams on the best ones to purchase. They also assist in the construction bidding process by preparing the specifications in the tender package and helping compare the different bids to select the most appropriate ones for the project.

Manage specifications throughout the project

The role of a construction specifier goes beyond selecting materials and advising building methods with their responsibilities expanding throughout the project lifecycle. They review and challenge the decisions of various stakeholders to ensure that quality, safety, health, and building requirements are met while keeping the project time- and cost-effective. If a change of any nature happens during the project, specifiers must update the documentation and notify the different teams to ensure everyone remains on the same page.

Key Construction Specifier Skills

As  expert advisors about the quality and usability of different materials, equipment, and construction methods, specifiers are clearly critical to the clear, accurate communication of project requirements. To be successful, these professionals must possess various skills, which we’ll explore next.

Industry knowledge

To advise clients on selecting materials, equipment, and other items, specifiers must have deep industry knowledge, understanding the benefits and disadvantages of different materials and construction methods depending on the project context, and staying updated on future innovations.

Regulatory knowledge

These professionals must have a strong understanding and awareness especially of regulatory requirements in the industry as one of the main benefits of specifications is that they ensure all aspects of the project comply with building codes, as well as safety and environmental regulations. 

Attention to detail

Given the importance and length of specifications and the need for every detail to be clear, concise, and accurate, attention to detail is a key skill for construction specifiers. As they review important documents, such as drawings, bill of quantities, and more, to ensure the information is correct, missing any details can cost the project a lot of money.

Communication

Specifiers must have effective communication skills to simplify project requirements, which are often highly technical, to make them understandable to all stakeholders, whatever their technical background. They must also be able to clearly communicate advice and potential solutions, outlining benefits and implementation strategies.

Problem-solving

Specifiers often encounter issues like design discrepancies, material availability, or non-compliance with regulations. To solve these problems, they must possess strong problem-solving skills to analyze situations, describe their reasons, and implement solutions to keep the client happy.

What Challenges Do Construction Specifiers Face

Construction specifiers face common challenges in their daily operations. Awareness of these challenges can help them spot and go about tackling them early. Modern specifier software helps to automate different processes that prevent issues and errors, and boost outcomes. Let’s explore some of these challenges below.

• Keeping up with regulations: The construction industry is constantly changing, with new regulations and technologies emerging regularly. Keeping up with all of it can be challenging for specifiers as they must spend a great deal of time researching. However, professionals following this career path must be committed to continuous learning and professional development, so that they continue to stand out among competitors.
• Managing changes and revisions: Changes like design modifications or unavailable materials are unavoidable – managing these changes, updating specifications, and communicating the changes to all stakeholders to avoid conflicts can present a challenge for specifiers. Supporting themselves with the right construction collaboration software to manage and communicate key information makes a huge difference.
• Balancing cost and quality: Specifiers must juggle the challenges of providing cost-effective solutions that keep the client happy and maintaining quality. They must use their expertise to find the best way to balance cost and quality while informing the client about the benefits of each choice.
• Managing time effectively: In many cases, construction specifiers work on multiple projects simultaneously. This makes it challenging to manage the time to meet project deadlines while ensuring that specifications are as detailed and clear as possible. Professional specifications software helps to automate certain processes, leaving specifiers enough time to focus on other activities.
• Ensuring effective communication: With many technical concepts involved, translating all the project requirements in an understandable and clear manner is not easy. There’s the risk of ambiguity in spec writing, which can lead to misunderstandings and costly reworks. To overcome this challenge, specifiers should emphasize specificity and clarity, and support themselves with templates and tools that streamline the writing process.

What Software Do Construction Specifiers Use?

Specifiers rely on various software solutions and technologies to address their challenges and optimize daily operations. Below, we discuss the most common ones.

Construction Specifications Software

Specialized construction specification software is their most valuable tool as these solutions automate several tasks in the specifications process, and make it easier to create a single source of truth for the project.

A prime example is cloud-based specifications software RIB SpecLink, which helps construction companies centralize and optimize spec management.

Its powerful platform can be fully integrated with Revit BIM software to connect specs to 3D models and identify conflicts and considerations in real time to drive better outcomes. Project stakeholders can work simultaneously, tracking changes and leaving comments in seamless coordination and collaboration. SpecLink also features an extensive database of products and over 1,000 content sections that significantly reduce the research time, making the process of spec writing much more efficient.

Cost Estimation Software

While they’re not directly responsible for performing cost estimating, specifiers benefit from the accurate information provided by construction estimating software. They automate calculations and provide accurate estimations about the costs of materials and labor, which are fundamental to accurate specifications. Plus, the flexibility provided by these solutions allows for agile updating of estimates, budgets, and specs in the event of changes or variations.

RIB CostX is an amazing example of professional cost estimation software with built-in BIM takeoff capabilities for increased intelligence and accuracy.

The platform features powerful functionalities that take estimating to the next level. For example, users can live-link estimates to design documents and track the impact of changes to find the best mitigation strategies. All relevant data extracted from the process can be visualized in highly customizable reports for strategic decision-making.

Document Management Software

Considering that construction specifiers are more than just advisors and that they’re also responsible for drafting and updating specifications and other documents that clarify contractual obligations and the project’s quality requirements, they are recommended to support themselves with professional construction document management software. These solutions provide a centralized location for all documentation, avoiding version control issues.

People Also Ask: Construction Specifier FAQs

The specifier plays an important and unique role in the construction industry, bridging the gap between innovative design concepts and practical material and installation choices. Let’s explore the most frequently asked questions about following this career path.

How much can you earn as a specifier?

The salary  of a construction specifier depends on a number of factors, namely, the project type, region, qualifications, and so on. However, the average yearly salary to date that these professionals can expect to make if they meet the basic requirements are: $85,523 in the US; and £38,730 ($51,989) in the UK.

How to become a construction specifier?

The path to becoming a construction specifier combines education, training, and experience. The educational path starts with a bachelor’s degree in a relevant field, such as architecture, construction management, or engineering, lasting two to four years. Around the third year of your degree, you can start applying for internships or apprenticeships at an architectural firm or construction company, where you can start drafting specifications and learning about materials, equipment, regulations, and all the ins and outs of the field. You can also apply to be a helper in an architectural firm, a construction laborer, or for an administrative role in a manufacturing company or construction supplier, as these experiences will help you gain the skills and knowledge needed to develop professionally.

Graduates can start applying for jobs in the field although they may have to start with a smaller role and build experience to become a recognized construction specifier due to the skills and experience requirements of the position. Most companies look for at least eight to ten years of previous experience to meet the complexity of the role.

You can also pursue additional certifications to differentiate yourself from other candidates. One of the most recognized certifications for specifiers in the US is the Certified Construction Specifier (CCS) program offered by the Construction Specifications Institute (CSI). In the UK, specifiers can apply for a range of certifications, including becoming a Chartered Architectural Technologist (MCIAT) or getting a Construction Skills Certification Scheme (CSCS) certification, to demonstrate their knowledge in design and construction.

What is the difference between a construction specifier vs spec writer?

It depends – the definitions change from company to company and from project to project. Some say specifiers are senior consultants across the entire project who offer advice about materials and product selections to all disciplines, and define spec writers as solely responsible for the spec writing process, following the guidelines of the design team or the specifier. Others consider these two roles as one, as the specifier has the technical expertise to write clear, concise specs.

How do specifiers manage specification changes during a project?

Incorporating and controlling changes accurately and efficiently is one of the most important responsibilities of this position. Changes can occur as a result of client modifications, design revisions, unexpected site conditions, material shortages, regulatory updates, and many other issues throughout the course of the project. Specifiers must update specifications accordingly to implement changes, and understand the overall impact on the project.

Centralized document management databases and a formal construction change management process are two of the basic elements required to manage specification changes effectively. Specifiers must use their strong collaboration skills to gain alignment on the impact of changes, ensure proper approvals are obtained, and communicate changes to other stakeholders. This communication is especially important for procurement teams and contractors who must then describe the impact of specification changes to suppliers and subcontractors.

Do construction specifiers visit the construction site?

The specifier role is typically an office-based position with a heavy reliance on computers and technology to complete tasks in a timely manner. However, it is not unusual for them to spend time visiting the construction site – the frequency and purpose of these visits will depend on the specific role and project. Even if it’s not strictly required, a visit can be useful for them to understand the project scope and meet with other stakeholders. Other reasons for periodic site visits might include:

• Comparing actual materials and workmanship to specifications
• Discussing changes and material substitutions with contractors and other team members
• Advising on complex installation processes and other methods specified
• Helping to review the quality level of materials and products as they arrive

Regular site visits also give specifiers firsthand experience that helps them understand how their written requirements and instructions are interpreted in the field. It allows them to improve their methods over time and make future specifications more understandable. They can also learn practical lessons on industry best practices from experienced specialists, construction foremen, and other stakeholders they don’t interact with in the office.   

How does BIM integrate with specification writing?

Building information modeling (BIM) is a process used to manage all elements of the design and construction process more effectively by moving key aspects of a project into the digital realm. This includes detailed 3D design models layered with cost, quantity, schedule, material, and sustainability data to improve efficiency and decision- making. BIM models can also be linked to the specification writing process to automatically connect design requirements to the documentation set, and ensure all specs are aligned with the features, sustainability objectives, and cost information. 

BIM improves visibility and efficiency by making it easier for specifiers to visualize specific elements of the design in 3D space to ensure their written specifications correctly reflect the design intent. Any conflicts or misalignments between design elements and specs are quickly identified to avoid rework or change orders during construction. BIM models also provide a convenient way for specifiers to collaborate with engineers, architects, and other specialists as they review a common cloud-based model that conveys all project information.

What are the benefits of using cloud-based specification tools?

BIM is just one example of cloud technology improving efficiency and collaboration during the specification process. Cloud-based tools and software provide many other benefits that include:      

Centralization

Cloud solutions allow all specifications to be stored in a single online repository, and accessed and managed from anywhere. Centralization minimizes the risk of lost or disorganized documentation while ensuring everyone is able to find the latest information quickly, even from construction sites or other remote locations.

Version control

Traditional software tools sometimes make it difficult to eliminate obsolete specifications while getting new information distributed quickly. Cloud-based software simplifies version control by tracking changes automatically and only presenting the most current revision to users. This allows specifiers to work on changes and new releases without worrying about mix-ups or confusion over the correct version. 

Scalability

Today’s complex construction projects exceed the size and scope of projects from previous generations many times over, along with the number of stakeholders and extended team members requiring real-time access to information. The nearly unlimited storage and computing power found in the cloud removes previous limits on the number and size of files, allowing companies and projects to grow without worrying about new hardware investments or system upgrades.    

How do construction specifiers support sustainability goals?

Sustainable construction goals for buildings and other structures, including those established to obtain prestigious LEED or BREEAM building certifications, can only be met when each element of the project is evaluated on its carbon footprint, energy efficiency, resource consumption, and other sustainability metrics. A construction specifier factors these in as they create new specs, advise design teams, and manage changes.

For example, sustainable specs reduce waste by calling for more durable materials that are locally sourced to minimize carbon emissions from transportation. Specifiers must consider occupant health factors like air and water quality as they select materials with low volatile organic compounds (VOCs) and readily available health product declarations (HPDs). Specification management software makes it easier to expand these limits and requirements across all spec types.

Will AI replace construction specifiers?

Artificial intelligence can potentially replace many repetitive, manual activities in construction, such as material handling, site monitoring, design analysis, supply chain management, and reporting. AI only makes these processes safer and more efficient, but highly skilled human workers are still needed to monitor progress and ensure tasks are performed correctly.

As we redefine the role of a specifier in construction over the next decade, we are likely to see a pattern of AI used to streamline basic tasks and eliminate errors, while human specialists continue to collaborate with other experts, research new methods and technologies, and oversee AI results to prevent the benefits of technology from introducing new problems. AI can also be used to generate the basic spec content that makes up the majority of these documents, while automatically scanning project requirements and codes and cross-referencing related documents to ensure alignment. Human workers will use this added efficiency to take on more tasks, develop new methods and tools, and resolve challenging issues in the field.    

What is the link between specifications and cost estimation?

Specifications and cost estimation are very closely related, since estimators rely on the detailed information contained within the specs to determine the expected material and labor costs. While the quantity takeoff process is used to determine how much of each material type is needed, the specifications define the levels of quality and customization needed to determine the precise unit cost. When combined, this information leads to accurate and reliable cost estimates.  

On-screen takeoff capabilities that automatically pull quantity information from either 2D or 3D design files, and BIM software platforms that combine design, cost, and quality specifications, help to integrate these two processes and minimize manual information transfers and calculation errors that lead to inaccurate estimates.

Final Thoughts

Construction specifiers are experienced professionals who use their extensive knowledge to help the project reach its quality goals. They learn to review every detail, identifying areas for improvement and suggesting innovative and cost-effective solutions. They are also experts on all things related to construction materials and can provide sound advice about which material is best based on the project’s requirements. Specifiers are also responsible for drafting the specifications to capture all requirements in an understandable and applicable way, contributing to a collaborative environment that increases productivity.

To do this efficiently, these professionals must support themselves with innovative construction specifications software like RIB SpecLink, which automates the process and generates a single source of truth for the project. If you are ready to experience state-of-the-art spec tech, Book a Free Trial today!

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