Operations & Administrative Coordinator… at iSTA Solutions · Western…

ISTA Personnel Solutions is a fast-growing, global BPO company. We are not a recruitment agency. We operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality operational support with precision, efficiency, and professionalism.

We are recruiting on behalf of a growing U.S. healthcare organisation providing ABA therapy services, for an Operations & Administrative Coordinator.

Are you someone who's comfortable switching between phone calls, admin, recruitment and data, without losing accuracy or your calm? Do you like structure, but don't need every day to look identical? If so, we'd love to hear from you.

About the Role

This is a varied, all-round support role. You'll start with a core set of responsibilities and be trained into additional areas over time, so no prior background in healthcare, payroll, or recruitment is required, just a strong work ethic and the ability to learn quickly.

You'll be the connective tissue across several operational functions — handling inbound calls and callbacks, supporting recruitment and credentialing admin, assisting with payroll tasks, and pulling weekly/monthly reporting. You'll take full ownership of your queue while maintaining accuracy and a warm, professional tone with clients, families, and candidates.

PLEASE NOTE

• Working Hours: Monday – Friday | 1:00 PM – 10:00 AM South African time – subject to daylight savings.
• Public Holidays: This role requires working on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and wired Ethernet capability is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: Reliable backup required to manage load shedding or outages. Applicants without a power backup cannot be considered.
• Work Environment: Fully remote.

Key Responsibilities

• Answer and return inbound calls, including referral callbacks, gathering accurate contact and intake information.
• Support recruitment coordination — reviewing resumes, scheduling and conducting interviews for ABA/RBT roles.
• Assist with credentialing admin, including training coordination and background check follow-up.
• Support payroll administration via Gusto, including PTO approvals, denial follow-ups, and payroll entry.
• Pull and maintain weekly/monthly reporting (e.g. billable hours) using Google Sheets/Excel.
• Handle day-to-day administrative tasks and internal documentation.
• Provide friendly, professional customer service to families, referral sources, and candidates.
• Progressively take on additional responsibilities, including light billing support, as you're trained into new areas.

What We're Looking For

• A confident, warm, and professional communicator, comfortable both making and receiving calls.
• Fast, organised, and able to move between calls, data entry, follow-ups, and reporting without dropping details.
• Comfortable in a scaling business where processes and responsibilities may evolve.
• Basic-to-intermediate comfort with Google Sheets/Excel — filtering, updating trackers, extracting data.
• Confident using MS Office and Outlook.
• Uses initiative and can work independently once trained.
• Friendly and easy-going, but dependable and polished under pressure.

Bonus Points If You Have Experience In:

• ABA, RBT, or US healthcare administration
• Credentialing or background check coordination
• Gusto or similar payroll systems
• Billing or collections support
• Recruitment or talent sourcing (especially healthcare)
• Call-centre, front-desk, or virtual assistant work

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