Recruitment & Onboarding Coordinator | EST Hours (Remote)

ISTA Personnel Solutions; South Africa; Remote; ZAR 250,000 - 390,000; Full time

Job summary

ISTA Personnel Solutions in South Africa is seeking a Recruitment & Onboarding Coordinator for a US-based ABA therapy provider. The role focuses on ensuring new hires are credentialed, compliant, and set up in all systems before their first day.

You'll collaborate with recruitment, clinical, compliance and scheduling teams to keep onboarding moving without delays, while handling background checks and document verification, in a fully remote SA-based environment.

Qualifications

• Experience in administrative, HR, recruitment or compliance-style roles.
• Strong English communication and professional phone manner.
• Excellent attention to detail and accuracy across multiple systems.
• Strong organisation and follow-up skills with multiple tasks in a deadline-driven environment.
• Comfortable learning and using multiple systems.

Responsibilities

• Manage full onboarding process from offer to fully cleared and ready for scheduling.
• Track and follow up on background checks and ensure results are clear before moving forward.
• Collect and verify employment documents including I-9 where applicable, certifications, and insurance.
• Verify certification numbers and expiry dates with the certification board.
• Create and maintain employee profiles across HR, payroll, clinical, and time-tracking systems.
• Prepare and send contracts and offer documents and ensure they are signed.
• Follow up on outstanding items by email and phone until onboarding is complete.
• Track progress in an onboarding tracker and update statuses promptly.
• Coordinate case emails and update calendars when a start date is confirmed.
• Review timesheet discrepancies and follow up during payroll periods.
• Support offboarding by closing accounts and returning equipment.
• Review inbound resumes and screen against role requirements, schedule interviews.

Skills

HR Admin

Recruitment

Compliance

Data entry

MS Office

Tools

Paycom

CentralReach

Monday.com

Job description

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

We’re looking for a Recruitment & Onboarding Coordinator to join our clients team who is a U.S.-based ABA therapy provider. They are looking for a detail-driven individual who will need to ensure that newly hired clinicians are fully credentialed, compliant and set up in the company’s systems before their first day. You’ll work with the recruitment, clinical, compliance and scheduling teams to keep onboarding moving without delays.

Who will thrive here:

You’re organised, detail-oriented, and proactive. You follow up until the job is done, and you’re comfortable chasing outstanding documents by phone and email. You have a professional, patient phone manner, and you stay on top of multiple tasks in a deadline-driven environment.

PLEASE NOTE:

• Working Hours: Monday – Friday, 4:00pm – 1:00am SAST (subject to daylight saving time).
• Public Holidays: You will work on all South African public holidays. Compensated in line 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: Fully remote (you must be located in South Africa)

Responsibilities:

• Manage the full onboarding process for new hires, from offer acceptance through to being fully cleared and ready for scheduling.
• Track and follow up on background checks and confirm the results are clear before moving a hire forward.
• Collect and verify employment documents, including work eligibility (I-9) documents, professional certifications, and liability insurance.
• Verify RBT and BCBA certification numbers and expiry dates with the certification board.
• Create and maintain employee profiles across HR, payroll, clinical, and time-tracking systems.
• Prepare and send contracts and offer documents and confirm they are signed.
• Follow up by email and phone on outstanding items until onboarding is complete.
• Track every new hire’s progress in an onboarding tracker, updating statuses promptly.
• Act on case coordination emails, updating employee status and calendars once a start of care date is confirmed.
• Review timesheet discrepancies each payroll period and follow up with employees.
• Support offboarding by closing accounts and arranging equipment returns.
• Review inbound resumes, screen against role requirements, and schedule interviews.
• Act as the link between recruitment, compliance, clinical, and scheduling teams to meet hiring timelines and prevent onboarding delays.

Requirements:

• Experience in an administrative, HR, recruitment or compliance-style roles.
• Strong verbal and written English communication skills, with a professional and confident phone manner.
• Excellent attention to detail and accuracy when entering data across multiple systems.
• Strong organisation, and follow-up skills, whilst manage multiple tasks in a deadline-driven environment.
• Comfortable working across multiple systems and learning new ones quickly.
• Good judgement when applying set rules and processes.
• Professional and discreet when handling confidential employee information.
• Proficiency in MS Office and Outlook.

Beneficial:

• Experience with Paycom, CentralReach, Monday.com or similar HR, payroll and workflow systems.
• Knowledge of US employment verification (I-9) and healthcare compliance.
• A background in healthcare or ABA therapy.

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