Seneca Holdings

Site Specialist – Event Venue Coordinator

Seneca Holdings

full-time

Posted on:

Origin:  • 🇺🇸 United States

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Job Level

Mid-LevelSenior

About the role

  • Identify, evaluate, and secure event venues in support of the U.S. Army Chief of Chaplains’ Building Strong & Ready Teams (BSRT) / Strong Bonds Program.
  • 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.
  • 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.
  • 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.
  • 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).
  • 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 .

Requirements

  • 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.
  • 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.
  • Ensure all site recommendations comply with Army safety, security, and ethical standards.
  • Complete mandatory AT/OPSEC and IT training within 30 days of hire and annually thereafter.