ABOUT US:

Landmark Hotel Group is a dynamic hotel management group based in Virginia Beach, overseeing a portfolio of diverse hospitality properties. Our mission is to deliver exceptional guest experiences through operational excellence, and we’re looking for a highly organized, communication-savvy Facilities Department Coordinator to help support that mission.

POSITION OVERVIEW:

The Executive Facilities Assistant plays a key role in supporting the Director of Facilities and the broader facilities team. Acting as the administrative backbone of the department, this role ensures efficient communication, project coordination, and task management across multiple hotel properties, vendors, and subcontractors.
If you’re detail-oriented, proactive, and thrive in a fast-paced hospitality environment, we’d love to meet you!

QUALIFICATIONS:

• 2+ years in a facilities or hospitality administrative, coordinator, or assistant role
• Prior property or project management experience is highly desirable
• Strong written and verbal communication skills, including confidence in communicating with a wide range of stakeholders
• Excellent organizational and time management skills with a proven ability to meet deadlines
• Proficient with task management tools and systems software (i.e. ClickUp, Microsoft Office, and Google Workspace)
• Self-motivated and proactive in problem-solving
• Maintain confidentiality of proprietary information; protect company assets

KEY RESPONSIBILITIES:

• Vendor & Property Communication:

Serve as a liaison between the Facilities Director, hotel General Managers, property teams, and vendors to streamline communication and ensure timely information exchange (i.e. communicate to property when a vendor will be on-site and relay questions from property to related subcontractors).

• Project Coordination:

Assist with the organization and implementation of facilities-related projects by coordinating between subcontractors, internal teams, and property staff.

• Task Management & Workflow:

Maintain and update task management platform with new tasks, status updates, and deadlines. Ensure platform communication is updated for tracking. Follow up on outstanding items to ensure completion of all project requirements in a timely manner.

• Request Intake & Follow-Up:

Handle facilities-related inquiries from properties and vendors directly; referring complex matters to the appropriate staff. Update platform through project completion and collaborate with the Facilities Director for resolution.

• Vendor Quote Management:

Request and track vendor quotes as requested by the Facilities Director, follow up on pending proposals, and communicate updates via platform.