Case Coordinator & Admin Assistant (ABA Services) | EST Hours | Remote

ISTA Personnel Solutions; South Africa; Remote; ZAR 180,000 - 300,000; Full time

Job summary

ISTA Personnel Solutions South Africa is seeking a Case Coordinator & Admin Assistant for a US-based ABA therapy client. The role supports families throughout the therapy journey, coordinating onboarding, insurance authorizations, scheduling, and communication to drive service quality.

This fully remote position requires strong English, excellent organizational skills, and the ability to work across time zones.

Qualifications

• Previous experience in care coordination, case management, or administrative roles within healthcare or ABA services (preferred).
• Strong English communication skills (verbal and written).
• Strong organizational skills and the ability to manage multiple priorities.
• Ability to learn new computer systems quickly.
• Detail-oriented with a proactive approach to problem-solving.
• Compassionate in supporting families and improving service delivery.
• Ability to maintain confidentiality and handle sensitive information professionally (HIPAA).

Responsibilities

• Act as the main liaison between families and the clinical team throughout the ABA therapy process.
• Manage client onboarding, including documentation and insurance authorization processes.
• Coordinate scheduling for clients and clinical staff using electronic systems.
• Track and manage all client-related documentation to ensure compliance and quality standards.
• Collaborate closely with BCBAs, RBTs, and administrative staff to facilitate seamless service delivery.
• Provide timely and professional updates to families, addressing questions and concerns with empathy.
• Identify opportunities to improve operational workflows and client experience.
• Support team performance by assisting with process improvements and communication best practices.

Skills

Strong English communication

Excellent organizational skills

Ability to manage multiple priorities

Proactive problem solving

HIPAA confidentiality knowledge

Job description

ISTA Personnel Solutions South Africa is a dynamic and fast-growing BPO company based in South Africa, specializing in providing top-tier operational support to U.S.-basedcompanies. We are not a recruitment agency—we are a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are seeking a Case Coordinator & Admin Assistant for our US-based client providing ABA Therapy Services (Board Certified Behavior Analysts (BCBA's) / Registered Behavior Technicians (RBT's). The Case Coordinator will serve as the primary point of contact for families throughout their ABA therapy journey. The successful candidate will support operational and administrative efficiency by managing client onboarding, insurance authorizations, scheduling, communication and administrative tasks while driving continuous improvements in service quality and staff performance.

PLEASE NOTE:

• Working Hours: Monday – Friday, 4:00pm – 1:00am SAST (subject to daylight saving time).
• 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.

Responsibilities (Not limited to):

• Act as the main liaison between families and the clinical team throughout the ABA therapy process
• Manage client onboarding, including documentation and insurance authorization processes
• Coordinate scheduling for clients and clinical staff using electronic systems
• Track and manage all client-related documentation to ensure compliance and quality standards
• Collaborate closely with BCBAs, RBTs, and administrative staff to facilitate seamless service delivery
• Provide timely and professional updates to families, addressing questions and concerns with empathy
• Identify opportunities to improve operational workflows and client experience
• Support team performance by assisting with process improvements and communication best practices

• Previous experience in care coordination, case management, or administrative roles within healthcare or ABA services (preferred)
• Strong English communication skills (verbal and written)
• Strong organizational skills and the ability to manage multiple priorities
• Ability to learn new computer systems quickly
• Detail-oriented with a proactive approach to problem-solvingCompassionate in supporting families and improving service delivery
• Ability to maintain confidentiality and handle sensitive information professionally (HIPAA)

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