ABA Client Services Coordinator | US Healthcare - Remote

ISTA Personnel Solutions is a fast-growing, global BPO company. We are not a recruitment agency. We operate as a dedicated extension of our U.S.-based clients’ teams, delivering high-quality operational support with precision, efficiency, and professionalism.

We are recruiting on behalf of a fast-growing U.S.-based ABA (Applied Behaviour Analysis) therapy company for an ABA Client Services Coordinator to join their team and provide day-to-day coordination and administrative support across therapist services and family communications.

As an ABA Client Services Coordinator , you will assist with coordinating therapist availability, communicating with ABA Therapists (RBTs) and families, supporting therapist sourcing activities, and helping facilitate appropriate therapist-to-client pairings. This is a people-oriented, detail-driven position suited to someone who communicates confidently, stays organised, and can effectively manage multiple priorities in a fast-paced environment.

PLEASE NOTE

• Working Hours: Monday – Friday | 09:00 AM – 18:00 PM EST (15:00 PM – 00:00 AM South African time – subject to daylight savings).
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote

Key Responsibilities:

• Following up with RBTs (Registered Behaviour Technicians) to confirm availability, schedules, and any updates that may affect client sessions.
• Communicating with families and parents regarding scheduling updates, queries, and general coordination matters.
• Assisting with sourcing RBT/ABA Therapist candidates through various channels.
• Supporting the pairing of RBTs/ABA Therapists with clients based on availability, location, and client requirements.
• Maintaining accurate and up-to-date therapist and client information across the relevant systems.
• Identifying and escalating scheduling conflicts, staffing gaps, or outstanding responses to the relevant team member.
• Drafting and sending clear, professional, and empathetic written communications to RBTs and families.
• Providing general administrative and coordination support to the wider team as required.
• Assisting with follow-ups and administrative tasks to help ensure client services remain organised and on track.

Requirements:

• Excellent verbal communication skills – comfortable communicating regularly with therapists, families, and internal team members.
• Strong written communication skills – able to compose clear, professional, and empathetic emails and messages.
• Prior experience in a coordination, scheduling, administrative, or client-facing support role is preferred.
• Experience with ClickUp and/or CentralReach is a significant advantage.
• Familiarity with the ABA therapy space or experience within healthcare, disability services, or education is advantageous.
• Highly organised , with strong attention to detail and the ability to manage multiple follow-ups simultaneously.
• Self-motivated and proactive , with the ability to take ownership of tasks and follow through without constant supervision.
• Comfortable working in a fast-paced, high-communication environment.
• Able to work independently while collaborating effectively with a wider U.S.-based team.

If you are not contacted within 14 working days, please consider your application unsuccessful.