Client Portal & Administrative Coordinator

Grimes S&C Tax Advisors LLC; Needham (MA); On-site; USD 58,000 - 65,000; Full time

Benefits offered by this job

401(k) match

Medical, dental, and vision insurance

Flexible spending accounts

Life and disability insurance

Paid time off

Parental leave

Summer Fridays off

Job summary

Grimes S&C Tax Advisors, LLC in Needham, MA is seeking a Client Portal & Administrative Coordinator to support day-to-day tax practice administration. You will handle client onboarding, portal setup and documentation, and engage with clients to keep work moving smoothly.

The ideal candidate has 1–3 years in admin or professional services, is detail-oriented, and collaborates well with a small team. Harness experience and Microsoft Office proficiency are advantages.

Qualifications

• 1-3 years of experience in administrative support or professional services.
• Experience with Harness preferred; other client portals or practice management systems welcome.
• Experience with client onboarding, document collection, engagement tracking, or direct client communication preferred.
• Proficiency with Microsoft Office and comfort working with Google Drive; able to learn new software.

Responsibilities

• Assist with client onboarding and new client setup, including engagement letters, portal invitations, client records, workflow setup, and document collection.
• Serve as a day-to-day client contact for portal and administrative matters, including account setup and access, missing documents, signatures, and other routine questions.
• Maintain client information and workflow in Harness or a similar system, including tasks, due dates, statuses, employee assignments, engagements, and client notification settings.
• Track the status of tax returns and related client work, helping ensure information and documents move accurately between staff and the technology systems used by the office.
• Monitor electronic filing activity and extensions, including outstanding e-files, extension postings, and related task date updates.
• Stay aware of updates and changes and communicate relevant information to the Office Manager and team.
• Provide general administrative support to the Office Manager, accountants, and staff, including data entry, filing, scanning, copying, document organization, and client correspondence.
• Maintain confidentiality of client, employee, and firm information.
• Perform other duties as assigned and willingly assist with office and client-service needs in a small, team-oriented environment.

Skills

Attention to detail

Organizational skills

Communication skills

Team player

Client service

Tools

Harness

Microsoft Office

Google Drive

Job description

Description

About Grimes S&C Tax Advisors, LLC

For nearly five decades, Grimes S&C Tax Advisors, formerly Stevens & Ciccone Associates, P.C., has served as a trusted advisor to individuals and businesses throughout the greater Boston area. Based in Needham, MA, we are a boutique accounting and tax firm specializing in personalized tax planning, accounting, and advisory services, with a strong focus on building long-term client relationships.

Now part of Grimes & Company Wealth Management, S&C combines the personalized service and deep tax expertise of an established local firm with the broader resources and capabilities of a comprehensive wealth management organization.

At Grimes S&C Tax Advisors, we are committed to delivering thoughtful, high-quality advice while preserving the trusted relationships, responsiveness, and individualized service that have defined our client experience.

Position Summary

Grimes S&C Tax Advisors is seeking an organized, client-focused Client Portal & Administrative Coordinator to support the day-to-day administrative needs of our tax practice. Reporting to the Office Manager, this role will assist with client onboarding, portal administration, engagement tracking, document follow-up, and other administrative tasks that help keep client work organized and moving through the office.

The ideal candidate is comfortable working directly with clients, is highly detail-oriented, and has experience with a client portal or tax practice management system. This is a hands-on support role in a small office where team members work closely together and are willing to step in and help wherever needed.

Key Responsibilities

• Assist with client onboarding and new client setup, including engagement letters, portal invitations, client records, workflow setup, and document collection.
• Serve as a day-to-day client contact for portal and administrative matters, including account setup and access, missing documents, signatures, and other routine questions.
• Maintain client information and workflow in Harness or a similar system, including tasks, due dates, statuses, employee assignments, engagements, and client notification settings.
• Track the status of tax returns and related client work, helping ensure information and documents move accurately between staff and the technology systems used by the office.
• Monitor electronic filing activity and extensions, including outstanding e-files, extension postings, and related task date updates.
• Stay aware of updates and changes and communicate relevant information to the Office Manager and team.
• Provide general administrative support to the Office Manager, accountants, and staff, including data entry, filing, scanning, copying, document organization, and client correspondence.
• Maintain confidentiality of client, employee, and firm information.
• Perform other duties as assigned and willingly assist with office and client-service needs in a small, team-oriented environment.

Requirements

• 1-3 years of experience in administrative support, client service, an accounting or professional services office, or a similar role preferred.
• Experience with Harness preferred; experience with a similar client portal, tax workflow, or practice management system will also be considered.
• Experience with client onboarding, document collection, engagement tracking, or direct client communication preferred.
• Proficiency with Microsoft Office and comfort working with Google Drive and other cloud-based systems; ability to learn new software and assist clients with basic system questions.
• Excellent attention to detail and organizational skills, with the ability to manage multiple tasks, maintain accurate records, and follow through on deadlines.
• Strong written and verbal communication skills and a professional, helpful approach with clients.
• Positive, team-oriented attitude with the flexibility to pitch in where needed and prioritize work in a fast-paced environment, particularly during tax season.
• High degree of discretion and commitment to confidentiality.

Benefits

• 401(k) retirement plan with 6% match
• Medical, dental, and vision insurance
• Flexible spending accounts
• Life and disability insurance
• Paid time off
• Parental leave
• Summer Fridays off

Why Join Us?

• Growth Opportunities: We invest in the professional development of our team members, offering training and career advancement pathways.
• Collaborative Culture: Work in a supportive and innovative environment where your contributions are valued and recognized.
• Team Environment: Join a small, collaborative office where everyone contributes and works together to support clients and one another.

Salary Range:

$58,000 to $65,000