Client Portal & Administrative Coordinator in Needham, Massachusetts at Grimes S&C Tax Advisors LLC

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.

• 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.

If you are organized, client-focused, comfortable with technology, and enjoy being part of a small team where everyone pitches in, we encourage you to apply!

Salary Range:

$58,000 to $65,000