Maternity Stand-In: Intake, Recruitment & Marketing Coordinator - EST Hours

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are recruiting to place a Maternity Stand-In: Intake, Recruitment & Marketing Coordinator on behalf of our US Client, who is a premier provider of ABA therapy.

This is an exciting opportunity for a versatile, people-oriented professional who combines strong coordination skills with a confident, sales-minded approach. You will provide maternity cover across two functions in a staggered arrangement: first supporting the intake process for families seeking ABA therapy, followed by recruitment support for Registered Behaviour Technicians (RBTs).

The intake function requires more than administrative coordination. You will be the first point of contact for families, helping parents understand the services offered, guiding them through the intake process, and confidently communicating the value of the company's services in a competitive market. Strong follow-up skills are essential to ensure families remain engaged and progress through the process.

Beyond the immediate maternity cover, this role offers the potential to develop into a broader marketing-focused position over time. For the right person, this could include contributing to social media, content creation, newsletters, and brand awareness initiatives. These are longer-term development opportunities rather than immediate responsibilities.

This role is ideal for someone who thrives on variety, takes ownership of their responsibilities, builds relationships naturally, and enjoys combining coordination, communication, and sales-oriented engagement.

PLEASE NOTE

• Contract Type: Maternity Leave Contract.
• Working Hours: Monday – Friday, 15:00 PM – 12:00 AM (midnight) South African time. These working hours are subject to change depending on US daylight saving time and/or the operational requirements of the company.
• Work Environment: This is a fully remote working role. You will be required to work on both South African and US 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 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.

Key Responsibilities

Intake & Family Coordination

• Manage the intake process for new families and clients, gathering and recording accurate information from first contact
• Guide new clients through onboarding requirements, explaining next steps clearly and warmly
• Coordinate with the clinical/operations team to ensure a smooth handover once intake is complete
• Maintain accurate, up-to-date intake records within internal systems
• Follow up proactively to keep new clients engaged and moving through the pipeline

Recruitment

• Support the recruitment process for Registered Behaviour Technicians (RBTs), including candidate screening and interviews.
• Communicate professionally with prospective therapists, assess their suitability, and provide a positive candidate experience.
• Coordinate recruitment activities and maintain accurate candidate records to support an organised recruitment process.
• Manage candidate communication and follow-ups to keep applicants informed and engaged throughout the recruitment process.
• Represent the company professionally and communicate its value to prospective candidates.

General & Future Development

• Communicate professionally with families, therapists, candidates, and internal stakeholders via phone, email, text, and other relevant channels.
• Build and maintain positive relationships while delivering a professional, supportive, and service-focused experience.
• Adapt to changing priorities and transition between intake and recruitment responsibilities as required.
• Take ownership of daily responsibilities, manage competing priorities, and maintain consistent follow-through without constant supervision.
• Demonstrate an interest in developing marketing skills, with the potential to contribute to future initiatives such as social media management, blog content, newsletters, and brand awareness.
• Support the company's longer-term growth and visibility by bringing initiative, creativity, and an interest in communicating the value of its services to prospective families.

Requirements

• Previous customer service, client-facing, or recruitment experience is essential
• A degree in Psychology or a related field is advantageous
• Excellent verbal and written English communication skills
• A confident, outgoing personality with strong interpersonal and relationship-building skills — a people's person
• A sales-minded approach, with the ability to build trust, communicate value, address hesitation, and encourage prospective families to progress through the intake process without being overly pushy.
• Driven and results-oriented, with a natural, sales-minded approach to engaging clients and candidates
• An interest in social media, content creation, or marketing is advantageous, particularly for someone interested in growing into a broader marketing-focused role over time.
• Highly organised with exceptional attention to detail and accuracy
• Proven ability to multitask and manage competing priorities across two functions without losing focus
• Proactive nature with the ability to take initiative and get things done without constant supervision
• Comfortable thriving in a fast-paced, dynamic environment
• Strong problem-solving and solutions-driven mindset
• Professional, dependable, and passionate about providing exceptional service to both clients and candidates

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