Hotel Coordinator Assistant

What We Need

CORPAY is currently looking to hire a Hotel Coordinator Assistant within our ALE Solutions division. This position falls under our Lodging line of business and is located in St. Charles, IL. In this hybrid role, you will assist in Hotel Department Operations and customers’ rental needs within our hotel department. You will report directly to the Hotel Operations Supervisor. This position requires prior hotel experience. Shifts: 11am-8pm Monday- Wednesday, Friday-Saturday or Tuesday-Saturday 12pm-9pm/CST.

Role Responsibilities

The responsibilities of the role will include:

• Contacting insured family and confirming information to book family into a hotel or rental

• Searching for hotel or rental using Hotel Database/Rental Websites/Internet/Direct Connect & confirm with family if the hotel or presented rental is acceptable

• Notifying the NAM if approval is needed by an adjuster for hotel/rental rates or additional fees/requests from the insured family

• Calling hotels directly or using online booking tools to secure reservations for insured families

• Booking rentals on preferred site and business platform

• Using Hotel Database to confirm that reservation is discounted appropriately; assisting in securing additional discounts as needed 

• Updating ACT with details of hotel or rental reservations 

• Faxing Rate Agreement to the hotel and send the HA for hotels or VRA for rentals for insured to sign

• Emailing insured rental Terms and Conditions 

• Confirming the Insured paid a file deposit and signed the VRA before booking a rental

• When applicable, send and confirming with the rental landlord that a W9 Form is completed

• Setting up E-File Cabinet for Insured

• Calling insured family with confirmation number and confirming hotel is booked

• Calling insured family to inform them of rental booking details

• Calling hotel to confirm hotel received necessary paperwork for check-in 

• Updating all tabs to reflect the current status of the insured family’s file

• Assisting in calling hotels and rentals to confirm check-ins and check-outs

• Assisting hotel coordinators in file maintenance (Extensions, Relocation Requests, Call Aheads, etc.) 

• Assisting in answering Hotel Department phones and handling as necessary

• Communicating via email, ACT notes, and Task Manager to all necessary staff as needed

• Assisting in taking and entering new claims

• Assisting with any projects assigned by the Hotel Operations Supervisor

• Maintaining, extending, notifying, and confirming action statuses on all occupied files

• Confirming damages and initiating the return of the file deposit upon check-out of all rental files

• Relocating any customers who request to move out of a rental or hotel 

• Assigning and completing tasks in the task manager

• Proactively pulling extensions and file maintenance and completing the actions 

• Continuing to follow up on hold files and booking as the customer needs arise 

• E-filing HA/VRA

• Performing other duties and projects as assigned

Qualifications & Skills

• High School Diploma or equivalent preferred

• 2+ years of job-related experience preferred

• Computer proficiency in Microsoft Office Excel, Word, and Outlook

• Attention to detail and accuracy are critical skills for this position
• Strong organizational and problem-solving skills with the ability to multitask

• ACT program experience a plus

• Excellent verbal & written communication skills

• Exhibits strong business acumen and sound judgment

• Able to establish and maintain healthy working relationships among team members in the course of work

• Ability to assist coworkers with tasks and be a team player

Benefits & Perks

• Medical, Dental & Vision benefits available the 1stmonth after hire

• Automatic enrollment into our 401k plan (subject to eligibility requirements)

• Virtual fitness classes offered company-wide

• Robust PTO offerings including: major holidays, vacation, sick, personal, & volunteer time

• Employee discounts with major providers (i.e. wireless, gym, car rental, etc.)

• Philanthropic support with both local and national organizations

• Fun culture with company-wide contests and prizes

Our Company & Purpose

CORPAY is a global leader in business payments, laser focused on developing smarter ways for businesses to pay their expenses.  Since 2000, CORPAY has developed innovative digital solutions that help businesses better track, manage, and pay their expenses. Today, CORPAY is an S&P 500 company with hundreds of thousands of customers using our products in over 100 countries. Companies of all sizes, industries and geographies rely on our product portfolio to manage spending more quickly, efficiently and securely than ever before. 

We embrace a culture grounded in five key values: integrity, collaboration, innovation, execution and people.  These values offer you the opportunity to ‘thrive & grow’ through career development, volunteer, community, and wellness initiatives. This allows you to create a balance between professional goals and personal achievement.

CORPAY is also committed to building and nurturing a culture of diversity, inclusion, equality, and belonging by:

• Welcoming people of different backgrounds, cultures, ethnicities, genders, and sexual orientations;

• Empowering our people to share their experiences and ideas through open forums and individual conversations; and

• Valuing each person’s unique perspectives and individual contributions.

Embracing diversity enables our people to “make the difference” as CORPAY and its more than 8,000 employees continue to shape the future of global payments. Learn more by visiting www.corpay.comor following CORPAY on LinkedIn.  

Equal Opportunity/Affirmative Action Employer

CORPAY is an Equal Opportunity Employer. CORPAY provides equal employment opportunities to all employees and applicants without regard to race, color, gender (including pregnancy), religion, national origin, ancestry, disability, age, sexual orientation, gender identity or expression, marital status, language, ancestry, genetic information, veteran and/or military status or any other group status protected by federal or local law. If you require reasonable accommodation for the application and/or interview process, please notify a representative of the Human Resources Department.

For more information about our commitment to equal employment opportunity and pay transparency, please click the following links: EEO and Pay Transparency