Scheduling Coordinator

Exclusively Remote; Cape Town; Remote; ZAR 180,000 - 300,000; Full time

Job summary

Exclusively Remote is seeking a highly organized Scheduling Coordinator to manage staff and client schedules and ensure smooth day-to-day scheduling operations. The role requires excellent communication, strong administrative skills, and the ability to handle multiple scheduling changes while maintaining continuity of client care.

Based remotely in South Africa, you will coordinate across multiple stakeholders, including technicians, families, and leadership, and maintain accurate schedules,

Qualifications

• Experience in scheduling, coordination, administration, healthcare, staffing, or similar roles.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal English communication skills.
• Ability to communicate with multiple stakeholders (clients, families, staff, management).
• Ability to manage changing priorities in a fast-paced environment.

Responsibilities

• Maintain accurate staff and client schedules across Rethink and internal tracking systems.
• Audit staff availability, session hours, and scheduling consistency daily.
• Coordinate new technician orientations and overlap schedules with teams.
• Confirm attendance and communicate scheduling details to all parties.
• Monitor cancellations and notify affected staff and families.
• Request coverage and coordinate make-up sessions for continuity of care.
• Update appointments and billable/non-billable status for changes.
• Maintain scheduling logs, communications, and onboarding records.
• Identify scheduling discrepancies to leadership.
• Handle confidential client and staff information professionally.
• Support scheduling-line calls and communicate with families, technicians, BC BAs, and leadership.
• Assist with general scheduling administration as required.

Skills

Scheduling

Coordination

Administration

Healthcare

Staffing

English

Tools

Scheduling software

Spreadsheets

Job description

Scheduling Coordinator

Location: Remote – South Africa
Working Hours: US Working Hours
Employment Type: Full-Time

About the Role

We are looking for a highly organised and detail-oriented Scheduling Coordinator to manage staff and client schedules and ensure smooth day-to-day scheduling operations. This role requires excellent communication, strong administrative skills, and the ability to manage multiple scheduling changes while maintaining continuity of client care.

Key Responsibilities

• Maintain accurate staff and client schedules across Rethink and internal tracking systems.
• Audit staff availability, session hours, and scheduling consistency on a daily basis.
• Coordinate new technician orientations and supervised overlap schedules with clinical and operations teams, technicians, and client families.
• Confirm attendance, communicate scheduling details, and ensure all parties are aligned.
• Monitor cancellations and promptly notify affected staff, families, and relevant teams.
• Request coverage and coordinate make-up sessions to support continuity of client care.
• Update appointments and billable/non-billable status for holidays, weather closures, and other schedule changes.
• Maintain accurate scheduling logs, staff communication channels, and onboarding records.
• Identify and elevate scheduling discrepancies to operations leadership.
• Handle confidential client and staff information with professionalism and discretion.
• Support incoming scheduling-line calls and ensure timely communication with families, technicians, BCBAs, and leadership.
• Assist with general scheduling administration and coordination as required.

Requirements

• Previous experience in scheduling, coordination, administration, healthcare, staffing, or a similar role.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal English communication skills.
• Comfortable communicating with multiple stakeholders, including clients, families, staff, and management.
• Ability to manage changing priorities and work effectively in a fast-paced environment.
• Strong computer skills and confidence working with scheduling systems and spreadsheets.
• Ability to maintain confidentiality when handling sensitive client and employee information.
• Reliable, proactive, and able to work independently.