ABA Client Services Coordinator

About the Role

ISTA Personnel Solutions is a fast-growing, global BPO company. 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.

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.

Working Conditions:

• 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.
• Power Backup: Reliable backup required to manage load shedding or outages.
• Work Environment: Fully remote