Intake and Staffing Specialist for ABA Therapy Company

Position: Intake, Staffing, and Scheduling Specialist – ABA Therapy (Bilingual Preferred) Location: Open to ONLY Florida, Colorado and Maryland residents Compensation: $20–$25/hour + bonus packages + tiered growth structure Type: Full-Time ABA THERAPY EXPERIENCE IS REQUIRED About Us House of Hearts ABA is a growing Applied Behavior Analysis (ABA) therapy company dedicated to providing compassionate, high-quality care for children and families. We pride ourselves on excellence in service, efficiency in operations, and a supportive, growth-oriented work environment. Position Overview We are seeking an experienced Intake, Staffing, and Scheduling Specialist with at least 3 years of hands-on ABA therapy experience performing these tasks. This role is crucial in ensuring smooth client onboarding, efficient staff scheduling, and optimal case assignments. This position offers significant growth potential, a tiered performance-based compensation structure, and opportunities for bonus packages. If you are detail-oriented, highly organized, and fluent in Spanish, we want to hear from you. Key Responsibilities Client Intake • Serve as the first point of contact for new families, providing a warm and professional welcome. • Collect all necessary client information, verify insurance, and explain the intake process. • Confirm communication preferences and ensure intake documents are completed accurately and in a timely manner. • Clearly communicate service options (in-home vs. in-school) and timelines for service initiation. • Assist Spanish-speaking families by translating or clarifying intake materials as needed. Scheduling Clients • Maintain and update the master schedule to ensure clients are matched with staff in a timely manner. • Coordinate with BCBAs, RBTs, and caregivers to schedule therapy sessions according to client needs and staff availability. • Quickly adapt to schedule changes, cancellations, and emergencies. • Communicate with families to confirm session times and any changes in scheduling. Staffing Cases • Assign therapists to cases based on experience, client needs, and location. • Monitor staff availability and proactively fill open hours. • Track staffing progress and report updates to leadership regularly. • Work closely with the hiring team to ensure adequate staffing levels for incoming clients. Requirements • Minimum 3 years experience working in an ABA therapy setting with intake, staffing, and scheduling responsibilities. • Strong organizational skills with exceptional attention to detail. • Ability to work independently in a fully remote environment. • Fluency in Spanish and English (Bilingual is strongly preferred and nearly required for this role). • Excellent written and verbal communication skills. • Proficiency with scheduling software, CRMs, and EHR platforms (experience with ABA-specific software is a plus). • Strong problem-solving skills and ability to manage shifting priorities. Compensation & Growth • Hourly Pay: $20–$25/hour based on experience. • Performance-Based Growth: Structured tier system with regular salary reviews. • Bonus Opportunities: Monthly and quarterly bonus packages based on performance metrics. • Career Growth: Significant potential to move into leadership and operations management roles. Why Join Us? • 100% Remote – Open to only Florida, Colorado and Maryland residents • Collaborative and supportive team culture. • High-impact role with direct contribution to company growth. • Room for rapid advancement in a scaling organization.