Job description
ISTA Personnel Solutions South Africa is a dynamic and fast-growing BPO company based in South Africa, specializing in providing top-tier operational support to U.S.-based companies. We are not a recruitment agency — we are a dedicated extension of our clients’ teams, delivering high-quality service with precision, efficiency, and a personal touch.
We are currently partnering with a U.S.-based company who provide programs and support for children with emotional, behavioural, or developmental challenges.
We are seeking an organized and customer-focused Intake & Admissions Coordinator to manage the referral and admissions process across multiple developmental / educational centers. This role is the first point of contact for families and referral sources, ensuring a smooth, supportive, and professional experience from the initial inquiry through to scheduling assessments and enrolment.
PLEASE NOTE
- Working Hours: Monday to Friday 9am – 6pm EST (this currently equates to 15:00pm to midnight South African time, subject to change according to daylight savings with the US.)
- Public Holidays: You will be required to work on all South African public holidays(compensated as per BCEA)
- Work Environment: This is a fully remote role based in South Africa.
- Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and support for a wired Ethernet connection is mandatory
- 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 (not limited to)
Serve as the main point of contact for incoming calls and referrals.
Communicate with families in a warm, professional, and supportive manner to create a positive first impression.
Conduct initial intake screenings, asking key questions to determine eligibility (e.g., verbal status, toilet training, funding/Medicaid information).
Provide clear, accurate information about available programs and services (half-day, full-day, and school-based models).
Coordinate and schedule assessments using shared calendars across multiple developmental / educational centres.
Support the admissions process by capturing and recording essential client information for smooth program enrolment.
Manage and maintain the CRM system, ensuring all referral data is accurate and up to date.
Verify the accuracy and completion of all required forms for compliance and quality assurance standards.
Monitor client interactions and ensure all necessary follow-ups are completed promptly and efficiently.
Exceptional written and verbal communication skills in English.
Previous experience in customer service, client intake, healthcare administration, or admissions.
Strong organizational skills and attention to detail for managing calendars, records, and CRM data.
Ability to manage multiple priorities, meet deadlines, and follow up consistently.
Professionalism and empathy when handling sensitive family conversations.
Proficiency with MS Office, MS Teams, Excel, CRM systems and other administrative tools.
If you are not contacted within 14 working days, please consider your application unsuccessful.
