Charles Hotel Jobs (NOW HIRING)

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. With this position, previous hospitality industry experience is highly encouraged, and office experience is highly preferred. 

How We Work

As Hotel Coordinator Assistant, you will be expected to work a hybrid work schedule after training. Corpay will set you up for success by providing:

• Assigned workspace in St. Charles, IL.
• Formal, hands-on training (3-6 weeks paid training - onsite)

Role Responsibilities

The responsibilities of the role will include:

• Answering incoming calls and either handling with first call resolution related to Hotel-related matters, or transferring to the correct department
• Contacting the insured family and confirming information to book the family into a hotel or rental 

• Searching for a hotel or rental using Hotel Database/Rental Websites/Internet/Direct Connect & confirming with family if the hotel or presented rental is acceptable
• Following approval SOPs, & 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 sites and business platforms, using the Hotel Database to confirm that the reservation is discounted appropriately, and assisting in securing additional discounts as needed 
• Data entry of 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 the 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 a confirmation to the rental landlord that a W9 Form is completed
• Setting up E-File Cabinet for Insured
• Calling the insured family with the confirmation number and confirming the hotel is booked
• Calling the insured family to inform them of the rental booking details 
• Calling the hotel to confirm hotel received the 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.) 
• Communicating via email, ACT notes, and Task Manager with 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's needs arise 
• E-filing HA/VRA
• Performing other duties and projects as assigned

Qualifications & Skills

• High School Diploma or equivalent required
• 2+ years of Hospitality Industry experience is highly encouraged
• Computer proficiency in Microsoft Word, Outlook, and Teams
• Attention to detail and accuracy in reading and note-taking are critical skills for this position
• Strong organizational and problem-solving skills with the ability to multitask
• ACT program experience is 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 are available the 1st month after hire
• Automatic enrollment into our 401 (k) plan (subject to eligibility requirements)
• Virtual fitness classes offered company-wide
• Robust PTO offerings including: select 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

Pay Transparency

The expected salary range for this position is $18-20, based on the candidate’s work location. This range reflects a good faith estimate of the expected compensation for this role at the time of posting. The final offer will be determined based on job-related factors including skills, experience, qualifications, and applicable market conditions. Compensation may vary based on geographic location and will be confirmed during the hiring process. Additional compensation and benefits, including incentive programs, health coverage, retirement plans, paid time off, and other benefits (where applicable), may also be provided.