Hotel Coordinator

Corpay • St. Charles, IL

16h • Hybrid

About The Position

Corpay is hiring a Hotel Coordinator for its ALE Solutions division within the Lodging line of business, located in St. Charles, Illinois. The position places insured families in hotel or vacation rental accommodations and reports directly to the Hotel Operations Supervisor. The role is based in an office environment, with a hybrid schedule of two required office days and up to three work-from-home days once fully trained. The company provides an assigned workspace, company-issued equipment, and formal hands-on training.

Requirements

• High school diploma or equivalent preferred.
• Two or more years of job-related experience preferred.
• Proficiency with Microsoft Office Excel, Word, and Outlook.
• Excellent verbal and written communication skills.
• Strong organization, problem-solving, multitasking, and teamwork skills.
• Attention to detail and accuracy.
• Strong business acumen and sound judgment.
• Ability to establish and maintain healthy working relationships among team members.
• Ability to assist coworkers with tasks.

Nice To Haves

• ACT program experience is a plus.
• Hospitality industry experience is highly encouraged.

Responsibilities

• Contact insured families, confirm their information, and explain the abatement and payment process.
• Search for hotels or rentals using the hotel database, rental websites, the internet, and direct-connect tools, and confirm that the options are acceptable to the family.
• Notify the NAM when adjuster approval is needed for hotel rates, additional fees, or insured-family requests.
• Call hotels or use online booking tools to make reservations, negotiating rates when necessary.
• Tell hotels about any involvement they may need in the abatement payment process and add the company travel agent number (IATA/ARC number) to every booking.
• Update ACT with reservation details, conversation notes, necessary file information, and current file status across all tabs.
• E-fax Rate Agreements to hotels and the THA for the insured to sign, and ensure Rate Agreements and THAs are signed, returned promptly, and recorded as received in ACT.
• Ensure insured families pay the abatement directly to ALE Solutions using the CCAF, and ensure payments are received and processed according to the Abatement tab in ACT.
• Call insured families with confirmation numbers and confirm bookings; contact hotels to confirm they received required check-in paperwork.
• Call hotels to confirm check-in and check-out statuses for assigned families.
• Set up an E-File cabinet for each insured family booked in a hotel and e-file necessary paperwork.
• Create tasks for check-outs, paperwork, extensions, folios, and abatement follow-up.
• Maintain files, including extensions, relocation requests, call-aheads, and other necessary updates.
• Handle and calculate deductibles, low limits, and abatements.
• Handle upset or sensitive escalations, including situations involving bed bugs, an insured being asked to leave, or police activity.
• Assist with answering Hotel Department phones.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision benefits available the first month after hire.
• Automatic enrollment in the 401(k) plan, subject to eligibility requirements.
• Company-wide virtual fitness classes.
• Paid time off including major holidays, vacation, sick, personal, and volunteer time.
• Employee discounts with major providers, including wireless, gym, and car rental providers.
• Philanthropic support with local and national organizations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED