Operations Support Coordinator (US Healthcare) | EST Hours

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.

We are recruiting on behalf of a leading U.S.-based provider of Applied Behaviour Analysis (ABA) therapy services for children with autism. Their mission is to help children reach their full potential through compassionate, evidence-based care delivered by experienced clinical professionals. Behind every successful therapy program is a highly organised operations team that ensures services run smoothly for both families and clinicians.

We are seeking a highly organised and detail-oriented Operations Support Coordinator to provide essential administrative support across active ABA services and daily business operations. This role is ideal for someone who enjoys working behind the scenes, managing multiple administrative processes, maintaining accurate records, and ensuring operational tasks are completed efficiently.

You will work closely with internal teams, clinicians, and families to support scheduling, documentation workflows, operational reporting, and employee record management while helping maintain a high standard of service delivery.

PLEASE NOTE:

• Working Hours: Monday – Friday | 9:00 AM – 6:00 PM EST (15:00 PM – 00:00 AM South African time – subject to change in accordance with daylight savings in the United States as well as the operational requirements of the Company).
• You will be required to work 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 the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.
• Work Environment: This is a fully remote working role.

Job Responsibilities (but not limited to):

• Monitor and follow up on unconverted therapy sessions and outstanding operational tasks.
• Manage scheduling updates, changes, and adjustments within CentralReach.
• Communicate scheduling changes and service updates professionally with staff and families via email and text.
• Process, track, and route DMAS forms and other required documentation for clinical review and signatures.
• Support employee offboarding processes, including updating internal systems, removing system access, and maintaining accurate personnel records.
• Perform routine data entry while maintaining a high level of accuracy.
• Update operational trackers, reports, and internal databases.
• Follow up on outstanding documentation and operational action items with staff and families.
• Assist with quality assurance activities to ensure operational processes remain compliant and up to date.
• Work collaboratively with internal departments to support smooth day-to-day service delivery.

• Previous administrative, operations support, healthcare administration, or coordination experience is essential.
• Experience within healthcare, behavioural health, ABA services, medical administration, or a similar environment will be highly advantageous.
• Previous experience working with CentralReach will be highly beneficial.
• Excellent written and verbal English communication skills with impeccable spelling and grammar.
• Strong organisational and time management skills with exceptional attention to detail.
• Proven ability to manage multiple recurring tasks while meeting deadlines.
• Comfortable working across multiple systems simultaneously.
• Strong data entry skills with a high degree of accuracy.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Strong problem-solving skills with a process-driven mindset.
• Professional, dependable, and committed to delivering high-quality operational support.
• Intermediate to advanced proficiency in Microsoft Office, particularly Excel, Outlook, and Word.

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