Operations Administrator

Outsourcing To South Africa PTY; South Africa; Remote; ZAR 183,000 - 219,000; Full time

Job summary

Outsourcing To South Africa PTY is hiring an Operations Admin for a fully remote role serving US pediatric ABA therapy providers. You will build and maintain schedules for Behavior Technicians and RBTs across multiple states, collaborate with clinical directors, and ensure sessions run smoothly while handling last-minute changes.

The position requires 1–2+ years in ABA or healthcare scheduling, strong communication, and proficiency with EMR systems like Rethink or CentralReach.

Qualifications

• 1–2+ years in ABA or healthcare scheduling.
• Familiar with CPT codes and insurance authorizations.
• Experience with US clients is a plus.

Responsibilities

• Create and maintain daily/weekly schedules for BTs and RBTs across states.
• Coordinate with Clinical Directors and BCBAs to match therapists to clients.
• Enter schedules into EMR (Rethink/CentralReach) accurately.
• Handle cancellations and coverage to maintain continuity.
• Generate reports on cancellations and staffing trends.
• Provide clear communication with families and staff.

Skills

ABA scheduling

Client coordination

English communication

EMR systems

Tools

Rethink EMR

CentralReach

Job description

Center-Based Operations | US Pediatric ABA Therapy Provider

Location: Fully remote, South Africa

Working hours: Monday to Friday, 8:00am to 5:00pm or 9:00am to 6:00pm US Eastern Time

Salary: R18,000 per month CTC

ABOUT THE CLIENT

You will be placed with a US peadiatric therapy provider with more than two decades of experience supporting children and their families. The organization delivers Applied Behavior Analysis (ABA) therapy for children with autism, both in-home and in its therapy centers, and also provides school-based therapy services (occupational, physical and speech therapy) to schools, districts and early childhood programs.

The client operates across several US states, including Connecticut, Rhode Island, Pennsylvania, Arizona, Texas, Massachusetts and New Jersey, and is accredited by BHCOE (Behavioral Health Center of Excellence).

ROLE SUMMARY

The Operations Admin builds, maintains and optimizes daily and weekly schedules for Behavior Technicians (BTs) and Registered Behavior Technicians (RBTs) and the clients they serve, across multiple states and time zones. You will be the central operational link between the clinical team, therapy staff and client families.

Working closely with Clinical Directors and Board Certified Behavior Analysts (BCBAs), you will match therapists with clients based on clinical fit, skill set and availability. Your priorities are keeping therapy sessions running without interruption, resolving last-minute call-outs and cancellations quickly, running productivity audits and giving staff and families a responsive, caring service experience.

KEY RESPONSIBILITIES

Scheduling and Staffing

• Build, maintain and adjust recurring daily and weekly schedules for BTs, RBTs and clients across multiple states and time zones.
• Partner with Clinical Directors and BCBAs to match therapists with clients based on clinical fit, skill sets and availability.
• Work with BCBAs on ongoing client staffing needs and open cases.
• Call staff as needed to assign shifts, confirm availability and review work schedules.
• Enter all schedules and changes accurately into the client’s electronic medical record (EMR), primarily Rethink.

Coverage and Service Continuity

• Resolve last-minute call-outs, weather disruptions and client cancellations quickly by finding qualified coverage.
• Reschedule cancelled sessions wherever possible to protect continuity of care and reduce lost revenue.
• Manage staff call-outs and keep the clinical team informed of any gaps in coverage.

Reporting, Audits and Records

• Run daily reports on client and staff cancellations and flag trends to leadership.
• Manage Rethink scheduling and conduct BT productivity audits.
• Keep accurate, well-organized records of all scheduling activity, changes and communications.
• Apply a working understanding of CPT codes and insurance authorizations so schedules stay within authorized hours.

Communication and Customer Service

• Communicate clearly and professionally, verbally and in writing, with administrators, parents, staff and community members.
• Deliver excellent customer service to client families and internal employees, with empathy and patience.
• Act as a reliable point of contact for scheduling questions from therapists, BCBAs and families.

General

• Perform other operational and administrative duties as assigned by the Clinical Director.

REQUIREMENTS

Experience and Knowledge

• 1 to 2+ years of experience in ABA, healthcare operations or medical scheduling.
• Basic understanding of CPT codes and insurance authorizations.
• Experience with ABA EMR systems such as Rethink or CentralReach (Rethink strongly preferred).
• Experience working with US clients or US healthcare is a strong advantage.

Skills

• Strong organizational skills and exceptional attention to detail.
• Ability to multitask and reprioritize quickly in a fast-moving environment.
• Strong problem-solving and sound decision-making under pressure.
• Excellent written and spoken English, with a warm, professional phone manner.
• Empathy and active listening when dealing with families and staff.
• Proficiency in Microsoft Excel or Google Sheets and cloud collaboration tools (Microsoft 365, Teams).

Work-From-Home Setup

• Reliable, high-speed internet connection (fibre preferred).
• A quiet, dedicated home workspace suitable for calls with US families and clinical staff.
• Availability to work US Eastern Time hours, Monday to Friday, on an ongoing basis.

IDEAL CANDIDATE

• Calm and solution-focused when schedules change at short notice.
• Detail-driven, with a habit of double-checking data before it goes into the system.
• Proactive communicator who keeps the clinical team updated without being asked.
• Motivated by supporting children and families and making a real difference in care delivery.