Administrative Support Specialist (ABA Therapy)

ISTA Personnel Solutions South Africa is a dynamic, fast-growing BPO company providing operational support to U.S.-based healthcare companies. We are not a recruitment agency. We act as a dedicated extension of our clients’ teams, delivering high-quality service with precision and professionalism.

We are currently recruiting a Administrative Support Specialist to join a U.S.-based ABA therapy organization. This role is ideal for an organized, detail-oriented professional with healthcare administration experience who enjoys supporting operational processes and working with international teams.

PLEASE NOTE

• Working Hours: Monday – Friday | 3:00 PM – 12:00 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

• Receive and review purchase orders submitted by healthcare facilities through the system, ensuring budget compliance, availability (including backorders), appropriateness, and alignment with purchasing trends before processing.
• Manage and resolve tickets for non-catalogue items by communicating with facilities, sourcing required products, obtaining ownership approval, and completing the purchase process.
• Monitor facility equipment rentals by tracking usage, ensuring items are not misused, maintaining rentals at minimum required levels, and coordinating timely returns.
• Process electronic invoices within the system by matching them to purchase orders and syncing with the accounting software; investigate and resolve any discrepancies or mismatches.
• Build professional relationships with clients and suppliers while delivering excellent service.
• Manage vendor queries, backorders and product substitutions.
• 6 months to 1 year of experience in the healthcare industry.
• Experience within an ABA therapy environment is highly preferred.
• Excellent written and verbal English communication skills.
• Strong attention to detail and high level of accuracy.
• Excellent organizational and time management skills with the ability to prioritize multiple tasks.
• Good technical aptitude and the ability to quickly learn new systems.
• Comfortable working independently in a fully remote environment.
• Ability to work effectively with multicultural teams.

Preferred Skills

Experience using any of the following systems will be beneficial

• HubSpot or a similar CRM platform
• CentralReach
• ClickUp
• Brillium

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