Client Services Coordinator

Client Services Coordinator

Position Summary

The Client Services Coordinator is a leadership-level operations role responsible for client service coordination, family communication quality, funder communication support, recruiting coordination, operational workflow completion, scheduling follow-through, and service-delivery support.

This role requires strong leadership, independent organization, ABA operations experience, and the ability to manage time-sensitive administrative workflows. The Client Services Coordinator monitors operational tasks, supports service recovery, manages communication related to client access priorities, supports recruiting workflows, and ensures scheduling or service-delivery concerns are routed appropriately. $21-$29 based on experience

Reports To

Clinical and Operational Development Supervisor

Primary Job Duties

Client Services, Access, and Family Communication

The Client Services Coordinator will:

• Serve as a primary non-clinical contact for assigned client service coordination needs.
• Support timely and professional communication with caregivers.
• Complete non-clinical follow-up related to service coordination, scheduling concerns, documentation needs, and caregiver questions.
• Track caregiver communication needs, access barriers, and unresolved service concerns.
• Support service-recovery communication when families experience missed communication, schedule disruption, or operational concerns.
• Route clinical questions to the appropriate clinical leader.

Funder Communication and Access Prioritization

The Client Services Coordinator will:

• Manage non-clinical communication with funders related to client access, scheduling barriers, service-start status, staffing needs, and continuity of services.
• Support conversations with funders to help prioritize access for clients waiting for services or experiencing service-delivery barriers.
• Track funder communication, follow-up dates, requested updates, and unresolved access concerns.
• Communicate access trends and funder-related barriers to leadership.
• Coordinate with scheduling, clinical leadership, and administrative teams when funder communication affects service prioritization or continuity of care.
• Use approved language when discussing service status, access barriers, and next steps with funders.

Recruiting Coordination

The Client Services Coordinator will:

• Support recruiting workflows for staffing needs connected to scheduling, access, and service delivery.
• Send interview links and candidate follow-up communication as assigned.
• Help coordinate interview scheduling and candidate availability.
• Track candidate status, interview completion, next steps, and outstanding recruiting tasks.
• Communicate urgent staffing needs to leadership when recruiting barriers affect client access or service continuity.
• Support monthly interview coordination or recruiting follow-up processes as assigned.
• Maintain professional communication with candidates and protect confidential applicant information.

Operational Workflow Leadership

The Client Services Coordinator will:

• Monitor assigned operational workflows to ensure tasks are completed accurately and on time.
• Review trackers, task lists, and follow-up systems for completion.
• Identify workflow breakdowns and communicate required next steps.
• Support implementation of standard operating procedures and approved workflows.
• Organize daily, weekly, and monthly operational priorities.
• Follow up with team members regarding missing information, incomplete tasks, or time-sensitive needs.
• Support accountability within the established chain of command.
• Exercise sound judgment and make timely day-to-day operational decisions within the approved scope of the role.
• Respond to routine workflow needs, communication barriers, and service-coordination issues without unnecessary delay.
• Determine appropriate next steps for assigned operational tasks while escalating high-impact, clinical, or out-of-scope concerns through the proper chain of command.

Scheduling and Service Follow-Through

The Client Services Coordinator will:

• Coordinate with the Lead Scheduler regarding scheduling barriers, coverage concerns, repeated cancellations, and reschedule needs.
• Monitor repeated missed sessions or schedule instability.
• Track service-delivery concerns that require operational follow-up.
• Support documentation of schedule-related barriers and follow-up actions.
• Communicate scheduling trends to leadership when concerns affect continuity of services.
• Ensure scheduling concerns are addressed through the appropriate workflow.

Clinic and General ABA Operations Support

The Client Services Coordinator will:

• Support clinic or general ABA operations as assigned.
• Assist with staff coordination, operational readiness, and service-delivery follow-through.
• Identify gaps in communication, workflow completion, or administrative support.
• Coordinate with leadership when staffing, scheduling, caregiver communication, funder communication, recruiting, or documentation barriers affect service delivery.
• Support process improvements related to operational systems and communication.

Leadership Expectations

The Client Services Coordinator is expected to:

• Demonstrate ownership of assigned workflows.
• Provide clear direction using approved administrative processes.
• Organize team priorities and unresolved action items.
• Exercise sound judgment when making daily operational decisions within role scope.
• Communicate barriers promptly and professionally.
• Maintain consistent caregiver, staff, funder, candidate, and leadership communication.
• Identify repeated service, communication, staffing, access, or workflow concerns.
• Escalate high-impact concerns promptly.
• Model professionalism, confidentiality, and accountability.

Minimum Qualifications

• High school diploma or equivalent required.
• Bachelor’s degree preferred.
• Minimum of 1 year of ABA operations experience required, either in clinic operations or general ABA operations.
• Prior leadership, lead, coordinator, or supervisory experience strongly preferred.
• Experience supporting ABA administrative workflows, including client communication, scheduling coordination, staffing follow-up, clinic operations, service-delivery tracking, recruiting coordination, or operational task management.
• Strong written and verbal communication skills.
• Strong organization, follow-through, and task-management skills.
• Ability to communicate professionally with caregivers, staff, funders, candidates, and leadership.
• Ability to monitor workflow completion and identify unresolved barriers.
• Ability to document trends, follow-up actions, recruiting updates, access barriers, and escalation needs.
• Ability to maintain confidentiality and use sound judgment.