Hotel Coordinator

Location: St. Charles

What We Need

Corpay is currently looking to hire a Hotel Coordinator within our ALE Solutions division. This position falls under our Lodging line of business and is located in St. Charles, IL. In this role, you will place insured families into hotel and/or vacation rental accommodations. You will report directly to the Hotel Operations Supervisor.
How We Work
As a Hotel Coordinator you will be expected to work in an office environment. Corpay will set you up for success by providing:

Assigned workspace in Saint Charles, IL office
Company-issued equipment
Formal hands on training
Hybrid Schedule (2 days required in office, 3 days allowed to work from home once fully trained)

Role Responsibilities
The responsibilities of the role will include:

Contacting the insured family and confirming information to book a hotel
Explaining the abatement and payment process to ensure thorough comprehension
Searching for a 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 rates or additional fees/requests from the insured family
Calling the hotel directly or using online booking tools to secure a reservation for families, negotiating rates when necessary
Informing the hotel of (if any) needed involvement in the abatement payment process
Adding our travel agent number (IATA/ARC #) to every booking
Updating ACT with details of hotel reservations
E-faxing Rate Agreement to the hotel and the THA for the insured to sign
Ensuring the insured pays the abatement directly to ALE Solutions using our CCAF
Calling the insured family with the confirmation number and confirming the hotel is booked
Calling the Hotel to confirm that the hotel received the necessary paperwork for check-in
Updating ACT with all necessary notes regarding conversations with hotels and insured families; updating all tabs to reflect the current status of the insured family's file
Ensuring that Rate Agreements and THA's are signed and returned in a timely manner and noted in ACT received
Ensuring abatement payments are received and processed in accordance with the Abatement tab in ACT
Calling Hotels and confirming check-in and check-out statuses of all families assigned
Setting up the E-File cabinet for each insured family booked in a hotel
E-Filing all necessary paperwork for the file
Setting tasks for yourself in regard to check-out, paperwork, extensions, folios, and abatement follow-up
Performing all necessary file maintenance such as extensions, relocation requests, call-aheads, etc.,
Handling and calculating deductibles and low limits, along with abatements
Handling upset or sensitive escalations, including unique situations (i.e., bed bugs, insured being asked to leave, police activity etc.)
Assisting in answering the Hotel Department phones
Performing other duties 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
ACT program experience is a plus
Excellent verbal & written communication skills, be very organized, have strong problem-solving skills, be able to multitask, and be a team player
Attention to detail and accuracy are critical skills for this position
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
Hospitality industry experience is highly encouraged

Benefits & Perks

Medical, Dental & Vision benefits 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: 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

Pay Transparency
The expected salary range for this position is $20-24, 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.