Intake and Staffing Specialist for ABA Therapy Company

House of Hearts ABA; Pembroke Park (FL); Remote; USD 28,000 - 34,000; Full time

Benefits offered by this job

Bonus packages

Tiered growth structure

Remote work

Job summary

House of Hearts ABA is seeking an Intake, Staffing, and Scheduling Specialist with at least 3 years of hands-on ABA therapy experience to manage client onboarding, staff scheduling, and case assignments. This 100% remote role requires fluency in Spanish and English and strong organizational skills.

You will work across intake, scheduling, and staffing functions, coordinating with BCBAs, RBTs, and families to ensure timely service initiation and optimal staffing.

Qualifications

• Minimum 3 years experience working in an ABA therapy setting with intake, staffing, and scheduling responsibilities.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently in a fully remote environment.
• Fluency in Spanish and English (Bilingual is strongly preferred).
• Excellent written and verbal communication skills.
• Proficiency with scheduling software, CRMs, and EHR platforms (ABA-specific software a plus).
• Strong problem-solving skills and ability to manage shifting priorities.

Responsibilities

• Client Intake: Serve as first point of contact, collect client info, verify insurance, explain intake process, confirm communication preferences, ensure documents are completed accurately and timely, clarify service options and timelines, assist Spanish-speaking families as needed.
• Scheduling Clients: Maintain master schedule, match clients with staff, coordinate with BCBAs, RBTs, and caregivers, adapt to changes and emergencies, confirm session times with families.
• Staffing Cases: Assign therapists to cases based on experience and location, monitor availability, fill open hours, report progress to leadership, work with hiring to ensure staffing.

Skills

Spanish language

English language

Organization

Communication

Remote work

Tools

Scheduling software

CRMs

EHR platforms

ABA software

Job description

Position: Intake, Staffing, and Scheduling Specialist – ABA Therapy (Bilingual Preferred)
Location: Open to ONLY Florida, Colorado and Maryland residents
Compensation: $20–$25/hour + bonus packages + tiered growth structure
Type: Full-Time

ABA THERAPY EXPERIENCE IS REQUIRED

About Us

House of Hearts ABA is a growing Applied Behavior Analysis (ABA) therapy company dedicated to providing compassionate, high-quality care for children and families. We pride ourselves on excellence in service, efficiency in operations, and a supportive, growth-oriented work environment.

Position Overview

We are seeking an experienced Intake, Staffing, and Scheduling Specialist with at least 3 years of hands-on ABA therapy experience performing these tasks. This role is crucial in ensuring smooth client onboarding, efficient staff scheduling, and optimal case assignments.

This position offers significant growth potential, a tiered performance-based compensation structure, and opportunities for bonus packages. If you are detail-oriented, highly organized, and fluent in Spanish, we want to hear from you.

Key Responsibilities

Client Intake

• Serve as the first point of contact for new families, providing a warm and professional welcome.
• Collect all necessary client information, verify insurance, and explain the intake process.
• Confirm communication preferences and ensure intake documents are completed accurately and in a timely manner.
• Clearly communicate service options (in-home vs. in-school) and timelines for service initiation.
• Assist Spanish-speaking families by translating or clarifying intake materials as needed.

Scheduling Clients

• Maintain and update the master schedule to ensure clients are matched with staff in a timely manner.
• Coordinate with BCBAs, RBTs, and caregivers to schedule therapy sessions according to client needs and staff availability.
• Quickly adapt to schedule changes, cancellations, and emergencies.
• Communicate with families to confirm session times and any changes in scheduling.

Staffing Cases

• Assign therapists to cases based on experience, client needs, and location.
• Monitor staff availability and proactively fill open hours.
• Track staffing progress and report updates to leadership regularly.
• Work closely with the hiring team to ensure adequate staffing levels for incoming clients.

Requirements

• Minimum 3 years experience working in an ABA therapy setting with intake, staffing, and scheduling responsibilities.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently in a fully remote environment.
• Fluency in Spanish and English (Bilingual is strongly preferred and nearly required for this role).
• Excellent written and verbal communication skills.
• Proficiency with scheduling software, CRMs, and EHR platforms (experience with ABA-specific software is a plus).
• Strong problem-solving skills and ability to manage shifting priorities.

Compensation & Growth

• Hourly Pay: $20–$25/hour based on experience.
• Performance-Based Growth: Structured tier system with regular salary reviews.
• Bonus Opportunities: Monthly and quarterly bonus packages based on performance metrics.
• Career Growth: Significant potential to move into leadership and operations management roles.

Why Join Us?

• 100% Remote – Open to only Florida, Colorado and Maryland residents
• Collaborative and supportive team culture.
• High-impact role with direct contribution to company growth.
• Room for rapid advancement in a scaling organization.