ABA Care Coordinator (Staffing & Recruitment) | EST Hours (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.

Our client is a well-established U.S.-based ABA (Applied Behaviour Analysis) therapy company providing in-home therapy services to children with autism. They are known for their commitment to rapid service delivery — a rarity in the ABA industry — and pride themselves on maintaining a no-waiting-list policy through tight operational discipline.

They are seeking a highly organised, proactive, and people-oriented Care Coordinator to join their Staffing & Recruitment team. This role combines ABA therapist recruitment with staffing coordination — matching qualified therapists and clinical supervisors (BCBAs) to open client cases as quickly as possible.

The ideal candidate is a fast, methodical worker who thrives in a high-volume, fast-paced environment, communicates clearly and professionally, and takes real ownership of their caseload from open position to filled case.

PLEASE NOTE:

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (3:00 PM – 12:00 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. Connections via Rain, LTE, 5G, or similar are not acceptable. Applicants without a fixed fibre line will not be considered
• Power Backup: A reliable backup solution is required to manage load shedding and outages (UPS, inverter, solar, etc.). Applicants without a reliable backup solution will not be considered
• Work Environment: Fully remote

KEY RESPONSIBILITIES:

Staffing & Case Matching

• Review the open case list daily, organised by state, county, and zip code
• Use an internal geographic map of current staff and clients to identify suitable therapist matches for open cases
• Determine whether existing staff can fill open cases, or whether new recruitment is required
• Send official staffing confirmation and welcome emails once a case is filled, including start dates
• Hand off fully staffed cases to the Case Management team for ongoing client support

Recruitment & Candidate Management

• Maintain active job postings across platforms (Indeed, ZipRecruiter, Glassdoor, and others) via the Apploy platform
• Screen, interview, and assess ABA therapist and BCBA candidates
• Carefully screen candidates for availability — most cases require afternoon, evening, and weekend hours
• Manage candidate onboarding through the Empion platform, tracking document completion and following up to ensure timely case readiness
• Tailor recruitment strategy by geography — proactively pool candidates in high-turnover regions while recruiting case-by-case in stable areas
• Aim for an interview-to-ready-to-start turnaround of approximately one week, where possible

Communication & Stakeholder Management

• Maintain transparent, empathetic communication with families in areas where staffing is difficult — reassuring them that the search is ongoing
• Collaborate closely with the Intake, Case Management, and Clinical teams
• Manage multiple open cases simultaneously, prioritising effectively based on urgency and geography

REQUIREMENTS:

• Prior experience in recruitment, staffing coordination, HR, or a similar role
• Strong organisational skills with the ability to manage a high volume of open cases simultaneously
• Excellent attention to detail — accuracy in record-keeping, CRM management, and candidate tracking is essential
• Confident, clear English communication skills — written and verbal
• Comfortable making and receiving a high volume of calls and emails daily
• Proactive and self-directed working style — able to manage priorities independently without close supervision
• Resilient and solutions-oriented when faced with difficult-to-fill geographies or challenging candidate pipelines
• Tech-savvy with the ability to quickly learn new platforms and internal systems

Highly Advantageous

• Experience in ABA, autism services, healthcare, or a related therapy field
• Prior experience supporting a U.S.-based company remotely
• Familiarity with ABA roles — understanding the difference between RBTs/therapists and BCBAs/supervisors
• Experience with recruitment or applicant tracking platforms (e.g., Indeed, ZipRecruiter, Workable, or similar)
• Experience with onboarding management platforms or HR systems

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