Hotel Coordinator Assistant

Corpay; St. Charles (IL); Hybrid; USD 24,796 - 27,552; Full time

Benefits offered by this job

Medical, Dental & Vision benefits

401(k) plan

Virtual fitness classes

Employee discounts

Robust PTO offerings

Job summary

Corpay is looking for a Hotel Coordinator Assistant in St. Charles, IL. In this hybrid role, you will assist hotel department operations and customer rental needs. Key responsibilities include answering calls, booking hotels, and data entry.

The ideal candidate has hospitality experience, strong organizational skills, and proficiency in Microsoft Word. Corpay offers benefits such as medical, dental, vision, and robust PTO.

Qualifications

• 2+ years of hospitality industry experience is highly encouraged.
• Strong problem-solving skills with the ability to multitask.
• Ability to establish and maintain healthy working relationships.

Responsibilities

• Answer incoming calls related to hotel matters.
• Confirm information to book families into a hotel or rental.
• Data entry of hotel or rental reservation details.
• Call hotels to confirm booking details.
• Assist hotel coordinators in file maintenance.

Skills

Hospitality Industry experience

Computer proficiency in Microsoft Word

Attention to detail

Strong organizational skills

Excellent verbal communication

Education

High School Diploma or equivalent

Tools

ACT program

Job description

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

• 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

Equal Opportunity

Corpay is an Equal Opportunity Employer. Corpay provides equal employment opportunities to all qualified 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 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.

Pay Transparency

• This salary range is provided for locations which require such disclosure. Where a position or applicant may fall in a particular wage range depends on a number of factors including but not limited to skill sets, experience training licenses and certifications (if applicable), and other business and organization needs. The disclosed range has not been adjusted for the applicable geographic markets. At Corpay it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions depend on the facts and circumstances of each case. The estimate of the minimum and maximum salary range is $18-20.
• For more information about our commitment to equal employment opportunity and pay transparency, please click the following links: EEOC and Pay Transparency.