Design Coordinator, Sonoma

Insidesource DEI Statement
By nurturing a culture where everyone experiences a deep sense of belonging and equity of opportunity, we will uphold our vision to "unleash human and business potential."
We commit to being an anti-ism workplace and embedding diversity, equity, and inclusion throughout our business.
Job Summary
The Spec Specialist plays a critical role in supporting the design team by developing accurate, detailed, and order-ready furniture specifications, primarily focused on ancillary products.
This role acts as a strategic partner to designers, ensuring selections are aligned, documented, and executable.
Success in this role is defined by precision, organization, and proactive collaboration.
You will help streamline the design-to-order process by managing quote requests, finish selections and specification development allowing designers to remain focused on high-value, billable work.
Essential Duties and Responsibilities:
Partner closely with the design team to support ancillary furniture specificationand order-ready documentation
Prepare complete, accurate, and order-ready specifications aligned with project requirements
Request, manage and coordinate vendor quote requests and share with internal teams
Utilize tools such as Miro boards to organize and finalize furniture and finish selections
Support finish selection processes, including ordering and tracking finish samples
Ensure all specifications align with pricing, lead times, and project constraints
Track and organize specification data to support efficient order entry
Maintain clear, timely communication with designers, sales, and project managers
Identify opportunities to improve workflows and build scalable processes
Own delivery of assigned tasks and deadlines with a high level of accuracy and accountability
Preparing spec check packages (first round and final round packages)
Audit or request audit specifications and revise for completeness and accuracy prior to order entry.
Lead Designer to review final accuracy of product type, quantity and finish.
Insidesource Core Responsibilities
Exemplify Insidesource values of Team First, Client Led, Change Makers, Experience Focused.
Participate in All Company Meetings and Regional Town Halls.
Embody diversity, equity, and inclusion in our Insider community and business practices.
Supervisory Responsibilities
None
Skills, Knowledge, Experience Required
2+ years of experience in furniture specification, interior design support or related industry role.
Proficiency in tools such as CAP Worksheet, CORE, Miro, Microsoft Office Suite, and Teams
Strong knowledge of contract furniture systems and ancillary products
High attention to detail with a commitment to accuracy and quality
Ability to manage multiple priorities and deadlines in a fast-paced environment
Strong organizational and problem-solving skills
Collaborative mindset with a responsive and proactive communication style
Strong written and verbal communication skills
Ability to manage time and organize tasks independently
Demonstrates attention to detail, follow-through, and accuracy
The anticipated salary range for this role is $65K - $75K annually.
Actual compensation will be determined based on factors such as experience, skills, qualifications, geographic location and internal equity.