Intake Coordinator, ABA Therapy

Location: Brooklyn, NY

Reports to: Regional Operations Director

Employment Type: Full-Time, In-Office

Position Overview

We are seeking a compassionate, organized, and proactive Family Services Coordinator to join our client support team. This individual will be responsible for onboarding new families into care services, facilitating successful initial sessions with service providers, and ensuring continuity and quality during the early stages of the client journey. Once care is stable and consistent, the Family Services Coordinator will transition the case to the long-term support team.

This is a high-impact, client-facing role that combines coordination, problem-solving, and emotional intelligence to help families access care quickly and effectively.

Core Responsibilities

Client Onboarding & Support

• Serve as the main point of contact for families from intake through early service delivery.
• Build rapport and trust through consistent communication and timely responses.
• Conduct welcome calls and support families through the onboarding process.
• Coordinate initial assessments and ensure timely follow-up with care professionals.

Provider Coordination & Scheduling

• Match providers to clients based on availability, experience, and client-specific needs.
• Source staff internally and coordinate with recruitment to fill open roles effectively.
• Schedule and confirm first service sessions; support both families and providers through this transition.
• Conduct post-session check-ins with providers to ensure successful engagement and follow-through on documentation.

Monitoring & Oversight

• Track provider performance and ensure all administrative responsibilities are fulfilled.
• Collaborate with internal quality teams to ensure consistent, high-quality service delivery.
• Maintain accurate records and ensure all updates are properly documented.
• Provide ongoing guidance and support to staff working with assigned families.

Problem Solving & Escalations

• Address any concerns that arise during early service delivery.
• Coordinate with leadership and HR on recurring or complex issues.
• Manage timelines to ensure efficient case handoffs and meet key performance indicators.

Compliance & Professional Standards

• Uphold strict client confidentiality and compliance with all privacy regulations.
• Adhere to company protocols and professional standards at all times.

Qualifications

• Bachelor’s or Master’s degree in a human services, psychology, education, or related field (preferred)
• Strong communication, time management, and organizational skills
• Computer proficiency and ability to learn new systems quickly
• Comfortable managing multiple deadlines in a fast-paced, client-driven environment

Role Expectations

• Work Schedule: Monday–Friday, 9:00 AM–5:00 PM (40 hours/week)
• Work Environment: Primarily in-office; reliable transportation required
• Supervision: Reports directly to the Regional Director of Operations
• Tools: Gmail, Microsoft Word, Excel, and internal case management systems

Key Traits for Success

• Empathy: Ability to connect with families, especially during moments of uncertainty
• Adaptability: Comfortable adjusting to evolving needs and situations
• Detail-Oriented: Maintains accurate records and tracks progress consistently
• Problem Solver: Navigates challenges calmly and resourcefully
• Strong Communicator: Clear, respectful, and proactive in all forms of communication
• Team Player: Works well with peers, leadership, and field staff
• Mission-Driven: Motivated by the opportunity to make a meaningful difference in the lives of children and families

If you're passionate about service, thrive in a people-first environment, and are looking for a role that blends coordination, impact, and heart — we’d love to meet you.