Site Specialist (Event Venue Coordinator)

Job Description

Job Description

Western Door Federal is part of the Seneca Nation Group (SNG) portfolio of companies. SNG is Seneca Holdings' federal government contracting business that meets mission-critical needs of federal civilian, defense, and intelligence community customers. Our portfolio comprises multiple subsidiaries that participate in the Small Business Administration 8(a) program. To learn more about SNG, visit the website and follow us on LinkedIn.

Our team of talented individuals is what makes us successful. To support our team, we provide a balanced mix of benefits and programs. Your total rewards package includes competitive pay, benefits, and perks, flexible work-life balance, professional development opportunities, and performance and recognition programs. We offer a comprehensive benefits package that includes medical, dental, vision, life, and disability, voluntary benefit programs (critical illness, hospital, and accident), health savings and flexible spending accounts, and retirement 401K plan. One of our fundamental principles is to offer competitive health and welfare benefits to our team members, providing coverage and care for you and your family. Full-time employees working at least 30 hours a week on a regular basis are eligible to participate in our benefits and paid leave programs. We pride ourselves on our collaborative work environment and culture, which embraces our mission of providing financial and non-financial benefits back to the members of the Seneca Nation.

The Site Specialist is responsible for identifying, evaluating, and securing event venues in support of the U.S. Army Chief of Chaplains' Building Strong & Ready Teams (BSRT) / Strong Bonds Program. This role ensures that sites meet Army standards for safety, occupancy, cost, childcare, food, lodging, and audiovisual requirements. The Site Specialist conducts site research, assessments, and negotiations with facilities to provide the best value to the Government, while ensuring compliance with Logistical Support Package (LSP) requirements.

Key Duties & Responsibilities

Site Identification & Research

• Conduct research to identify potential venues (CONUS/OCONUS) that can accommodate chaplain-led training events.
• Evaluate sites for compliance with Army requirements (e.g., meeting space codes, childcare accommodations, security, accessibility, per diem lodging/meal rates).
• Maintain a vetted database of approved and potential sites for recurring use.

Venue Evaluation & Negotiation

• Conduct site visits and inspections to verify suitability for lodging, meals, childcare, meeting rooms, and audiovisual support.
• Negotiate contracts with venues, ensuring costs do not exceed authorized per diem and regulatory limits.
• Ensure that sites meet Acceptable Quality Levels (AQLs), including 100% compliance with occupancy and safety standards.

Logistical Coordination

• Coordinate with Event Managers to match sites with event requirements on the Authorized Event List (AEL).
• Ensure lodging meets minimum AAA 3-diamond / Forbes 3-star standards with interior corridor access.
• Verify that meal costs remain within allowable per diem rates and comply with food safety standards.
• Confirm audiovisual support availability and reliability.

Stakeholder Engagement

• Advise Unit Ministry Teams (UMTs) and Event Leaders on venue options and recommendations.
• Provide reports and recommendations to the Contracting Officer's Representative (COR) for approval.
• Support Event Managers in developing Profile Sheets (venue and support details per event).

Compliance & Reporting

• Document site selection process, inspection findings, and contract negotiations.
• Provide input for Monthly Execution Reports and Quarterly Close-Out Reports regarding venue contracts and associated costs.
• Ensure venue selection aligns with Army Conference Policy (AR 1-50) and other applicable regulations .

Required Qualifications

Education & Experience

• Active Secret clearance.
• Associate's or Bachelor's degree in Hospitality, Event Management, Business, or related field.
• Minimum 3 years of experience in site selection, venue contracting, or hospitality logistics.
• Experience supporting government or large-scale corporate events preferred.

Skills & Competencies

• Knowledge of Army per diem, lodging, and food cost regulations (FAR 31.205-46).
• Strong vendor negotiation and contract review skills.
• Ability to evaluate facilities against safety, childcare, and logistical standards.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong interpersonal and communication skills for working with venues, UMTs, and government stakeholders.

Professional Standards

• Ensure all site recommendations comply with Army safety, security, and ethical standards.
• Maintain professional conduct when representing the Contractor in negotiations or site visits.
• Travel extensively (domestic and OCONUS) to identify, inspect, and support event venues.
• Complete mandatory AT/OPSEC and IT training within 30 days of hire and annually thereafter.

Equal Opportunity Statement:
Seneca Holdings provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex/gender, sexual orientation, national origin, age, disability, marital status, genetic information and/or predisposing genetic characteristics, victim of domestic violence status, veteran status, or other protected class status. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training. The Company also prohibits retaliation against any employee who exercises his or her rights under applicable anti-discrimination laws. Notwithstanding the foregoing, the Company does give hiring preference to Seneca or Native individuals. Veterans with expertise in these areas are highly encouraged to apply.