ISTA Personnel Solutions is a dynamic, fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.
Scheduling Support Coordinator
Location
EST (UTC-5)
Posted
9 days ago
Salary
0
Seniority
Mid Level
No structured requirement data.
Job Description
Scheduling Support Coordinator
ISTA Personnel Solutions
Role Description We are recruiting on behalf of a fast-growing US-based ABA (Applied Behaviour Analysis) therapy company, who requires a Scheduling Support Coordinator to assist their Scheduling and Staffing team in managing therapist placements and family communications. As a Scheduling Support Coordinator, you will play a key supporting role in keeping the staffing engine running smoothly. This is a people-oriented, detail-driven role that requires someone who communicates confidently, stays organised under pressure, and can be trusted to keep things moving. PLEASE NOTE - Working Hours: Monday – Friday | 10:00 AM – 19:00 PM EST (16:00 PM – 01:00 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 affect client sessions. - Checking in with families and parents to provide scheduling updates, address concerns, and ensure their expectations are being met. - Sourcing new RBT/ABA Therapist candidates through various channels to support the team’s ongoing staffing needs. - Assisting with the pairing of RBTs/ABA Therapists to clients based on availability, location, and client needs. - Maintaining accurate and up-to-date records of therapist and client statuses in the relevant systems. - Flagging scheduling conflicts, staffing gaps, or unresponsive parties to the relevant coordinator in a timely manner. - Drafting and sending professional written communications to both RBTs and families as required. - Supporting the broader scheduling and staffing team with administrative tasks as needed. Qualifications - Excellent verbal communication skills — you will be speaking with therapists, families, and team members regularly. - Strong written communication skills — ability 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 a background in healthcare, disability services, or education is a plus. - Highly organised with strong attention to detail and the ability to manage multiple follow-ups simultaneously. - Self-motivated and proactive — able to anticipate what needs to be done and act without needing to be prompted. - Comfortable working in a fast-paced, high-communication environment. Requirements - Excellent verbal communication skills. - Strong written communication skills. - Prior experience in a coordination, scheduling, administrative, or client-facing support role. - Experience with ClickUp and/or CentralReach. - Familiarity with the ABA therapy space or a background in healthcare, disability services, or education. - Highly organised with strong attention to detail. - Self-motivated and proactive. - Comfortable working in a fast-paced environment. Company Description 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.
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