About AHA Therapies

AHA Therapies is a growing NDIS behaviour support and allied health provider delivering person-centred Behaviour Support, Early Intervention and Counselling services across Western Sydney.

We are seeking a highly organised, reliable and proactive Administration Coordinator to manage client enquiries, coordinate client onboarding and support the day-to-day administrative operations of our organisation.

This is a part-time, work-from-home position suited to someone who is confident communicating with families, managing multiple administrative responsibilities and working independently in a busy environment.

About the Role

As the Administration Coordinator, you will be the first point of contact for new and existing clients, helping families navigate the enquiry, referral and onboarding process.

You will be responsible for coordinating client onboarding from the initial enquiry through to the completion of service agreements and required documentation, ensuring information is accurately recorded and administrative processes are completed efficiently.

You will also support management with general business administration, client communications, appointment coordination and other operational tasks.

This is a non-clinical administration position and does not involve delivering therapy services.

Key Responsibilities Client Enquiries & Communication

- Act as the first point of contact for new client enquiries via phone and email.
- Respond professionally and promptly to enquiries from participants, families, support coordinators and other stakeholders.
- Provide information about AHA Therapies' services, referral processes and service availability.
- Record and follow up new client enquiries.
- Liaise with families and relevant stakeholders to obtain information required for referrals and onboarding.
- Escalate clinical questions and complex matters to the appropriate team member.

Client Onboarding & Service Agreements

- Coordinate the client onboarding process from initial enquiry to commencement of services.
- Prepare and issue service agreements and required onboarding documentation.
- Follow up outstanding forms, signatures and supporting documents.
- Ensure client records and relevant information are accurately entered into the company's systems.
- Create and maintain client profiles and electronic files.
- Monitor onboarding progress and ensure outstanding tasks are completed.
- Liaise with management and the clinical team to facilitate a smooth commencement of services.

Appointment & Service Coordination

- Assist with booking and coordinating client appointments.
- Communicate with participants, families,



schools and therapists regarding appointments and scheduling.
- Send appointment confirmations and reminders where required.
- Assist with appointment changes, cancellations and rescheduling.
- Maintain accurate appointment and scheduling information.
- Support therapists with administrative requirements relating to client services.

General Business Administration

- Manage general business emails and administrative correspondence.
- Maintain organised electronic client and business records.
- Prepare administrative documents, forms and correspondence.
- Assist management with operational tasks and business processes.
- Monitor and follow up outstanding administrative tasks.
- Maintain accurate information across company systems.
- Support improvements to administrative procedures and workflows.
- Assist with other reasonable administrative duties required for the day-to-day operation of the business.

Documentation & Record Management

- Maintain accurate, organised and confidential client records.
- Ensure service agreements, consent forms and onboarding documents are appropriately completed and stored.
- Monitor outstanding client documentation and follow up as required.
- Maintain electronic filing systems and administrative registers.
- Follow company procedures for confidentiality, privacy and secure information handling.

About You

We are looking for someone who is:

- Highly organised and able to manage competing priorities.
- Reliable, proactive and able to work independently from home.
- Friendly, professional and confident communicating with families and external stakeholders.
- Strong in written and verbal communication.
- Detail-oriented and accurate when preparing documents and maintaining records.
- Comfortable managing phone calls, emails and multiple enquiries.
- Confident using computers and cloud-based systems.
- Able to learn new administrative software quickly.
- Capable of following up outstanding tasks without constant supervision.
- Adaptable and comfortable working in a growing organisation.

Essential Skills & Experience

- Previous experience in administration, customer service, client coordination or a similar role.
- Excellent written and verbal English communication skills.




- Strong organisational and time-management skills.
- Experience handling client enquiries and professional correspondence.
- Strong attention to detail and document management skills.
- Good computer literacy, including Microsoft Office and/or Google Workspace.
- Ability to manage multiple tasks and work independently.
- Ability to maintain confidentiality when handling sensitive client information.
- A suitable home working environment with reliable internet access.

Desirable Experience

Experience in any of the following will be highly regarded:

- NDIS or disability services administration.
- Allied health or healthcare administration.
- Client intake, referrals and onboarding.
- Preparing service agreements and consent documentation.
- Appointment scheduling and client coordination.
- Experience using Echidna or similar practice management software.
- Google Drive and cloud-based document management.
- Communicating with families, schools and support coordinators.

Additional Desirable Criteria

- Ability to speak Arabic in addition to English is highly desirable.
- Experience working with culturally diverse families and communities is an advantage.

What We Offer

- Work-from-home position.
- Part-time employment with 24 hours per week.
- Supportive and qualified team environment.
- Opportunity to work within a growing allied health organisation.
- Variety across client administration, onboarding and business operations.
- Opportunity to develop skills in allied health administration and service coordination.
- Training and support in company systems and administrative procedures.

Position Details

Position: Administration Coordinator
Employment Type: Part-time
Location: Work From Home (Remote) – Supporting Western Sydney Operations
Hours: 24 hours per week
Hourly Rate: $26.97–$32.67 + superannuation

How to Apply

If you are organised, proactive, confident communicating with clients and interested in joining a growing allied health organisation, we would love to hear from you.

Please submit your resume and a brief cover letter outlining your relevant administration, customer service or client coordination experience.

Only applicants who meet the requirements of the position will be considered.

Pay: $26.97 – $32.67 per hour

Expected hours: No more than 24.0 per week

Experience:

- Previous experience in administration and HR administration.: 1 year (Preferred)
- NDIS or disability services.: 1 year (Preferred)
- Allied health or healthcare administration.: 1 year (Preferred)

Work Location: Hybrid remote in Narwee NSW 2209

📌 Administration Assistant/Receptionist (Narwee)
🏢 Allied Health Association
📍 Narwee