ABA Intake Coordinator / Director

Apploi; Village of Pomona (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

PTO

Health insurance

Bonus

Job summary

Happy Hearts ABA in Pomona, NY is seeking an Intake Coordinator/Director to be the voice and face of our growing in-home ABA therapy team. You’ll answer calls, welcome families, explain services clearly, and guide inquiries toward enrollment, all while building warm connections.

This is a hands-on, people-centered role requiring calm, organization, and the ability to manage 30+ daily calls. You’ll help with paperwork, insurance steps, and help shape our intake processes, scripts, and SOPs as we

Qualifications

• 1–2+ years in intake, sales, front desk, patient coordination, or customer service.
• Experience with a CRM or tracking system.
• Able to work in-person in Pomona, NY, Mon–Fri, 9–5

Responsibilities

• Answer and return calls from families, warmly and quickly
• Build real connections and turn inquiries into enrolled families
• Explain our services in simple, friendly terms
• Follow up with every lead until they're enrolled or closed, no one falls through the cracks
• Track every call, lead, and next step in our system
• Help families through paperwork and insurance steps
• Build and improve our intake process, scripts, and SOPs
• Come up with creative ways to improve how we welcome new families

Skills

Warm phone

People closers

Organization

Systems thinking

Calm under pressure

High call volume

Tools

CRM

Job description

Intake Coordinator / Director – Happy Hearts ABA

Pomona, NY | In-person | Full-time, Mon–Fri, 9am–5pm EST

Happy Hearts ABA provides in-home ABA therapy for children with autism and their families. We're growing fast and looking for the person who will be the voice and face of our company.

The Role

You are the first person every family talks to. Parents often call us worried, confused, or overwhelmed. Your job is to make them feel heard, cared for, and confident that Happy Hearts is the right choice for their child.

This is a people role first. If you light up on the phone, love building rapport, and know how to guide someone to a "yes" without being pushy, this job is for you.

What You’ll Do

• Answer and return calls from families, warmly and quickly

• Build real connections and turn inquiries into enrolled families

• Explain our services in simple, friendly terms

• Follow up with every lead until they're enrolled or closed, no one falls through the cracks

• Track every call, lead, and next step in our system

• Help families through paperwork and insurance steps

• Build and improve our intake process, scripts, and SOPs

• Come up with creative ways to improve how we welcome new families

Who You Are

• Extremely warm, outgoing, and great on the phone

• A natural "people closer" – friendly, confident, never pushy

• Super organized; you live by lists, trackers, and follow-ups

• Creative and self-driven; you like building systems from scratch

• Calm and caring with stressed or emotional parents

• Comfortable handling 30+ calls a day

Requirements

• 1–2+ years in intake, sales, front desk, patient coordination, or customer service

• Experience with a CRM or tracking system

• Able to work in-person in Pomona, NY, Mon–Fri, 9–5

• Healthcare, therapy, or special-needs experience is a big plus

Why Join Us

• Meaningful work helping children and families

• A growing company where you can shape the role and grow into leadership

• [Add benefits: PTO, health insurance, bonus, etc.]

If you love people and love being organized, we want to hear from you.