29 Scheduling Coordinator jobs in South Africa

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are seeking a Healthcare Scheduling Coordinator (After-Hours) to manage patient and nursing scheduling support, resolve issues, and provide direct client-facing communication. This role requires someone confident, personable, and able to handle an after-hours schedule while working independently.

Working Hours (SAST | 30 hours per week)

• Sunday: 11:00 PM – 5:00 AM
• Monday: 11:00 PM – 5:00 AM
• Friday: 12:00 PM – 3:00 PM and 11:00 PM – 5:00 AM (split shift)
• Saturday: 2:00 PM – 11:00 PM
  
  (Tuesdays, Wednesdays, and Thursdays are off days)

PLEASE NOTE

• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Job Functions

• Appointment Coordination: Schedule and manage appointments for patients, ensuring that all necessary resources and personnel are available.
• Communication: Serve as the primary point of contact for patients, families, and healthcare providers, providing updates and addressing any scheduling concerns.
• Patient Management: Maintain accurate and up-to-date records of patient appointments, medical needs, and preferences.
• Home Care Coordination: Collaborate with home care teams to ensure that patient needs are met and that all appointments are scheduled on time.
• Problem Solving: Address scheduling conflicts or issues as they arise, finding solutions that work for both the patient and healthcare provider.
• Data Entry: Input and update patient information in the scheduling system with precision and attention to detail.
• Compliance: Ensure that all scheduling practices comply with relevant healthcare regulations and privacy laws.

Requirements

• 1 - 2 years' experience in scheduling and coordination, preferably within a healthcare or home care service
• Exceptional communication skills
• Must be able to prioritize and multitask in a fast-paced environment
• Strong attention to detail and organized
• Problem solver
• Must be proficient in Microsoft Office

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

About the company

ISTA Solutions is home to rockstar professionals who aim to be engaged in defining and building an employee centric culture, focused on long term success, work-life balance, and life-long learnings. From the industries we support, to the functions we perform, ISTA has structured ourselves differently from other outsourcing companies; effectively setting ourselves apart from the rest of the pack. If you are looking for something new and something different, where you are engaged not only in your own success but in defining and building the culture you want to belong in, you've come to the right place.

Our client is a leading healthcare staffing firm that partners with hospitals and facilities across the U.S. They specialize in providing dedicated healthcare professionals - including Licensed Practical Nurses (LPNs), Nursing Assistants, and more to meet dynamic staffing needs.

ISTA Personnel Solutions is looking for a Nurse Scheduling Coordinator to join this fast-paced team This role requires someone who thrives in a high-energy environment, loves problem-solving, and excels at communication.

You'll be the vital link between facilities and field staff — managing shift coverage, communicating changes in real-time, resolving issues, and building strong relationships with both sides.

Expect plenty of texting, phone calls, and real-time coordination. If you're a natural multitasker who enjoys keeping things running smoothly, this role is for you

PLEASE NOTE

• Working Hours: This role requires you to work US-based hours (EST) Monday to Friday (15h00pm - midnight SAST, subject to change depending on daylight savings).

• Internet (fibre): Candidates must possess a fixed fibre line with a minimum speed of 25 Mbps for both upload and download, capable of supporting a wired Ethernet connection.

• Power backup: Candidates must have a power backup solution to manage loadshedding or power outages.

Key Responsibilities

• Communicate with healthcare staff and facilities to fill open shifts.
• Manage callouts, replacements, and any urgent staffing needs.
• Troubleshoot issues quickly and effectively.
• Build strong, professional relationships with staff and facility contacts.
• Maintain accurate shift records and follow up as needed.

• Strong soft skills — excellent written & verbal communication.
• Ability to multitask, stay calm under pressure, and work in a fast-paced environment.
• Confident decision-maker with solid logic and reasoning.
• Proactive, organized, and a natural problem-solver.
• Computer literate (MS Office and Outlook).

Added Bonus:

• Experience with U.S. long-term care staffing agencies.
• Previous experience in healthcare staffing.

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

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are seeking a Healthcare Scheduling Coordinator (After-Hours) to manage patient and nursing scheduling support, resolve issues, and provide direct client-facing communication. This role requires someone confident, personable, and able to handle an after-hours schedule while working independently.

Working Hours (SAST | 30 hours per week)

• Sunday: 11:00 PM – 5:00 AM
• Monday: 11:00 PM – 5:00 AM
• Friday: 12:00 PM – 3:00 PM and 11:00 PM – 5:00 AM (split shift)
• Saturday: 2:00 PM – 11:00 PM
  
  (Tuesdays, Wednesdays, and Thursdays are off days)

PLEASE NOTE

• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Job Functions

• Appointment Coordination: Schedule and manage appointments for patients, ensuring that all necessary resources and personnel are available.
• Communication: Serve as the primary point of contact for patients, families, and healthcare providers, providing updates and addressing any scheduling concerns.
• Patient Management: Maintain accurate and up-to-date records of patient appointments, medical needs, and preferences.
• Home Care Coordination: Collaborate with home care teams to ensure that patient needs are met and that all appointments are scheduled on time.
• Problem Solving: Address scheduling conflicts or issues as they arise, finding solutions that work for both the patient and healthcare provider.
• Data Entry: Input and update patient information in the scheduling system with precision and attention to detail.
• Compliance: Ensure that all scheduling practices comply with relevant healthcare regulations and privacy laws.

• 1 - 2 years' experience in scheduling and coordination, preferably within a healthcare or home care service
• Exceptional communication skills
• Must be able to prioritize and multitask in a fast-paced environment
• Strong attention to detail and organized
• Problem solver
• Must be proficient in Microsoft Office

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

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency — we operate as a dedicated extension of our U.S.-based clients' teams, delivering high-quality service with precision, efficiency, and a personal touch.

We are seeking a Healthcare Scheduling Coordinator (After-Hours) to manage patient and nursing scheduling support, resolve issues, and provide direct client-facing communication. This role requires someone confident, personable, and able to handle an after-hours schedule while working independently.

Working Hours (SAST | 30 hours per week)

• Sunday: 11:00 PM – 5:00 AM
• Monday: 11:00 PM – 5:00 AM
• Friday: 12:00 PM – 3:00 PM and 11:00 PM – 5:00 AM (split shift)
• Saturday: 2:00 PM – 11:00 PM
  
  (Tuesdays, Wednesdays, and Thursdays are off days)

PLEASE NOTE

• Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.

Job Functions

• Appointment Coordination: Schedule and manage appointments for patients, ensuring that all necessary resources and personnel are available.
• Communication: Serve as the primary point of contact for patients, families, and healthcare providers, providing updates and addressing any scheduling concerns.
• Patient Management: Maintain accurate and up-to-date records of patient appointments, medical needs, and preferences.
• Home Care Coordination: Collaborate with home care teams to ensure that patient needs are met and that all appointments are scheduled on time.
• Problem Solving: Address scheduling conflicts or issues as they arise, finding solutions that work for both the patient and healthcare provider.
• Data Entry: Input and update patient information in the scheduling system with precision and attention to detail.
• Compliance: Ensure that all scheduling practices comply with relevant healthcare regulations and privacy laws.

• 1 - 2 years' experience in scheduling and coordination, preferably within a healthcare or home care service
• Exceptional communication skills
• Must be able to prioritize and multitask in a fast-paced environment
• Strong attention to detail and organized
• Problem solver
• Must be proficient in Microsoft Office

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

Administration - Scanning will be the main task

This is an onsite task you will be required to come into the office

Job Type: Part-time

Work Location: In person

Roles and Responsibilities:

Front Desk Management

• Greet and assist visitors in a professional and courteous manner.
• Manage incoming calls, emails, and general inquiries, directing them appropriately.
• Ensure compliance with office security protocols.

Administrative Support

• Provide general administrative assistance to management and staff when needed.
• Maintain filing systems for operations documentation.
• Coordinate courier services and handle incoming/outgoing mail.

Office Coordination

• Monitor and order basic office supplies.
• Coordinate courier services and handle incoming/outgoing mail.
• Process purchase requisitions and supplier invoices for office-related expenses.
• Track petty cash usage of stores.

Support to Retail Stores

• Assist stores by providing stationery and basic paperwork support as needed.
• Coordinate document flow between head office and stores.

General Support

• Assist with minor ad hoc tasks assigned by supervisors or management.

• Learn and follow office policies and procedures.

• Matric / Grade 12 or equivalent qualification.

• Basic knowledge of Microsoft Office (Word, Excel, Outlook).
• Strong communication and interpersonal skills.
• Ability to organize and prioritize tasks effectively.
• Professional, friendly, and approachable demeanour.
• Attention to detail and willingness to follow instructions carefully.
• Previous experience in administration, reception, or retail office support is an advantage but not essential.

• Application Deadline: 12 November 2025
• Job Location: Somerset West, Western Cape
• Job Title: Practice Office Administration Manager
• Education Level: Certificate
• Job Level: Senior
• Minimum Experience: 5- 7 Years

Duties and Responsibilities:

• Client Experience, Relationship Management, Workflow & Internal Systems
• Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
• Client onboarding: collecting necessary documents, explaining what's expected, ensuring paperwork is complete, serve as liaison between departments
• Assisting with automation of onboarding process including forms
• Schedule meetings / follow-ups between clients and staff.
• Respond to client queries: status of work, billing, deliverables, deadlines.
• Maintain client database / CRM; update client records (eg. contacts, relevant documents).
• Billing, documents & admin
• Prepare and send invoices; follow up on outstanding payments.
• Manage all client documentation: engagement letters, signed agreements, forms.
• Maintain both digital and physical filing systems.
• Assist with report preparation: receivables, billing ageing, client status.
• Timesheet reporting and analysis
• Oversee front-office administration: reception, greeting clients, handling mail/emails, tracking office supplies, liaison for office matters and switchboard management
• Assist with marketing aspects and client communication list management
• Organize events and activities that strengthen team culture.
• Internal systems
• Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
• Ensure deadlines are met; remind/accountability to staff where needed.
• Work with software tools used by the firm
• Computer & technical skills
• Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
• Comfortable learning internal admin/financial software (billing systems, client management)
• Email & calendar management skills
• Soft skills
• Extremely detail-oriented; accuracy is very important.
• Strong communication skills – both written and spoken (English; any other languages like Afrikaans are a plus).
• Systems thinker, problem-solver, and proactive communicator.
• Customer-oriented, friendly and professional.
• Good organisational skills and able to multitask.
• Adaptive and willing to learn new systems
• High integrity, confidentiality (handling sensitive financial/client info).

Minimum Requirements:

• Matric (Grade 12)
• Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar. Not essential but preferred.
• Experience in a client-facing role, preferably in accounting / financial services or professional services.
• Demonstrable experience in billing / invoicing, document handling, admin coordination.
• Strong computer literacy, especially Excel, and the ability to manage and utilise further office management systems – experience proficient
• Good written and verbal communication skills

Position: Practice and Office Administration Manager (Client focus) Industry: Accounting Location: Somerset-West Remuneration: R16000 – R25000 neg on exp (CTC) (Benefits offered) Type: Onsite – Full-time position Start date: ASAP Overall role To ensure the daily operations of the accounting practice, in terms of client relations, administration, billing, systems and documentation, while driving continuous improvement, technology adoption, and client experience. Sufficient accounting knowledge to liaise with staff, understand client needs / queries and manage documents will be required although core accounting functions (eg. financial statements, taxation etc.), will not be part of this role. Qualifications & experience

• Matric (Grade 12)
• Certificate / diploma in Office Administration, Business Admin, Bookkeeping, or similar. Not essential but preferred.
• Experience in a client-facing role, preferably in accounting / financial services or professional services.
• Demonstrable experience in billing / invoicing, document handling, admin coordination.
• Strong computer literacy, especially Excel, and the ability to manage and use further office management systems – experience proficient
• Good written and verbal communication skills.

• Serve as key contact for clients (calls, email, in person) in a friendly, professional manner, building and maintaining client relationships
• Client onboarding: collecting necessary documents, explaining what’s expected, ensuring paperwork is complete, serve as liaison between departments
• Assist with automation of onboarding process including forms
• Schedule meetings / follow-ups between clients and staff.
• Respond to client queries: status of work, billing, deliverables, deadlines.
• Maintain client database / CRM; update client records (e.g. contacts, relevant documents).

• Prepare and send invoices; follow up on outstanding payments.
• Manage all client documentation: engagement letters, signed agreements, forms.
• Maintain both digital and physical filing systems.
• Assist with report preparation: receivables, billing ageing, client status.
• Timesheet reporting and analysis
• Oversee front-office administration: reception, greeting clients, handling mail/emails, tracking office supplies, liaison for office matters and switchboard management
• Assist with marketing aspects and client communication list management
• Organize events and activities that strengthen team culture.

• Coordinate with accountants / staff to track status of jobs (e.g. tax returns, financials, bookkeeping tasks).
• Ensure deadlines are met; remind/accountability to staff where needed.
• Work with software tools used by the firm

• Proficiency in Microsoft Office, especially Excel: spreadsheets for tracking, simple reporting.
• Comfortable learning internal admin/financial software (billing systems, client management
• Email & calendar management skills

• Extremely detail-oriented; accuracy is very important.
• Strong communication skills – both written and spoken (English; any other languages like Afrikaans are a plus).
• Systems thinker, problem-solver, and proactive communicator.
• Customer-oriented, friendly and professional.
• Good organizational skills and able to multitask.
• Adaptive and willing to learn new systems
• High integrity, confidentiality (handling sensitive financial/client info).