Administrative Support Assistant

Administrative Support Assistant

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.

The Administrative Support Assistant provides essential program administration, reporting, and documentation support for chaplain-led events under the U.S. Army Chief of Chaplains' Building Strong & Ready Teams (BSRT) / Strong Bonds Program. This role ensures accurate processing of event requests, financial reconciliation, compliance tracking, and delivery of required reports to the Government. The Administrative Support Specialist works closely with event managers, program administrators, and the Contracting Officer's Representative (COR) to ensure mission success and contract compliance.

Key Duties & Responsibilities

• Process event requests and attendee registrations.
• Track and maintain all administrative documentation for each event, including childcare compliance, vendor contracts, and participant rosters.
• Submit Receipts of Services (ROS) with itemized costs (childcare, food, lodging, transportation, etc.) within 30 days of event completion.
• Prepare and submit Monthly Execution Reports by the 5th business day each month, detailing event status, costs, and budget tracking.
• Prepare and submit Quarterly Close-Out Reports within 60 days of quarter close, including budgets, invoicing, and compliance notes.
• Assist in compiling Contractor Manpower Reporting (CMR) annually via the Army's secure reporting system.
• Support invoice preparation, ensuring documentation includes signed ROS, vendor invoices, and supporting records.
• Monitor compliance with event budgets and flag potential overages for COR approval.
• Assist in reconciliation of invoices to ensure less than 1% resubmission due to errors.
• Provide on-site administrative assistance during Specialized LSP events, including registration, information station management, material distribution, and attendance tracking.
• Prepare nametags, table tents, agendas, and certificates for event participants.
• Deliver contractor roles and responsibilities briefings to participants as required.

Required Qualifications

Education & Experience

Skills & Competencies

Professional Standards

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.