Scheduling Coordinator

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 escalate 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.