Athena Advisers
Finance Manager
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Work at Athena Advisers
At Athena Advisers, we believe the best investments do more than preserve wealth. Since 2003, we've focused on places with potential and properties we genuinely believe in, across residential, commercial, hospitality, and mixed-use assets in France, Portugal, the UK, and beyond. Financial return matters, but so does the summer with friends, the mountain with your children, the neighbourhood that comes alive around you, the place your family returns to for generations. We help clients build wealth and a legacy of time well spent.
As the world becomes more automated and disconnected, we think the things that are scarce will only become more valuable: great places, human relationships, experiences, time together. That's the thinking behind the work, and it's also the thinking behind how we build our team.
We're an international group covering three markets, which means our team carries real scope early.
We use technology to handle the repeatable parts of the job, so our team spends its energy on what needs judgment: reading a market, building a relationship, making a call a template can't make for you.
This is the kind of work we think is worth doing.
Role Definition
Athena Advisers is looking for a Financial Manager to own the day-to-day financial operations of the group across its three entities (UK, France, Portugal): bookkeeping and accounting on QuickBooks, purchases and supplier management, invoice and expense processing, and monthly reporting. This is a hands-on, execution-focused role rather than a purely strategic one — the Financial Manager keeps the numbers accurate, the purchasing process controlled, and the financial administration of the business organised, so nothing is ever a bottleneck for the Partners, or the external accountants.
The role reports to the Partners, who retains ownership of strategic financial planning, multi-jurisdiction compliance sign-off, and final payment authorisation. External accountants in each market continue to handle statutory filings, tax returns, and audit — the Financial Manager is their main point of contact and ensures they always have what they need, on time.
Key Responsibilities
a. Accounting & Bookkeeping (QuickBooks — UK, FR, PT)
- Code and post all supplier invoices to the correct account, cost centre, and VAT code in QuickBooks for each entity (ATHN Advisers Ltd UK, Athena Conseil SAS France, ATHN Advisers Unipessoal LDA Portugal).
- Perform weekly bank reconciliations for each entity, ensuring QuickBooks always reflects actual bank balances.
- Maintain the accounts payable ledger per entity, monitor aged payables, and flag long-outstanding items.
- Support the month-end close: all invoices posted, all transactions reconciled, accounts payable clean before handover to external accountants.
- Prepare monthly QuickBooks reports (cost by category, spend by supplier, entity-level P&L input).
- Be the day-to-day liaison with external accountants in each market — providing documentation for VAT returns, statutory accounts, and tax filings on time, without chasing.
- Creating and issuing client invoices (sales invoices) per entity, with correct VAT/currency handling.
- Maintaining an accounts receivable tracker per entity — invoice date, client, amount, due date, payment status — plus chasing overdue payments with the relevant country lead.
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b. Purchases & Supplier Management
- Run the purchase order process across PT, FR, and UK: quotes, approvals, Purchase Order issuance, and confirming delivery before invoices are approved for payment.
- Maintain a live purchases log per entity, showing committed and completed spend against budget.
- Manage supplier onboarding and keep a clean supplier register (details, VAT numbers, bank details, contracts) for each market.
- Review recurring subscriptions and service agreements annually, flagging duplicates or unused licenses for renegotiation or cancellation.
- Enforce Athena's authorisation policy: no invoice paid without a confirmed Purchase Order and budget-holder approval. Prepare and schedule payments; the Group COO / Partners retain final payment authorisation.
c. Invoice Filing, Travel & Expenses
- File every invoice in the correct Google Drive folder structure within 24 hours of receipt (Entity / Year / Month / Supplier / Invoice reference).
- Maintain the invoice tracker per entity: date, supplier, amount, VAT treatment, due date, payment status, approving budget holder.
- Own travel & expense: reviewing claims for policy compliance, processing approved claims within SLA, and classifying items correctly in QuickBooks by type, entity, and project.
- Produce a monthly cost / travel & expense summary by entity and department.
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d. Budgeting, Forecasting & Reporting Support
- Consolidate inputs from department and country leads into the annual budgeting process.
- Track actual spend against budget by category and entity, flagging variances as they arise.
- Support rolling cash flow forecasts and highlight funding needs early.
- Contribute historical spend data and reporting inputs for board- and investor-level financial reporting.
e. Process, Systems & Automation
- Own the group's Accounts Payable automation pipeline (Google Drive → n8n → QuickBooks) — keeping invoice classification rules current and human approval steps clean and auditable.
- Design and document purchase-to-pay and invoice-to-payment processes for each entity as clear SOPs.
- Propose improvements to filing structures, approval workflows, and expense processes as the business scales.
- Track company registration and licence renewal dates across all three entities (Companies House UK, Registre du Commerce FR, Conservatória do Registo Comercial PT), and manage the group insurance renewal schedule.
Required Skills & Experience
- A degree or professional qualification in finance, accounting, business administration, or a related discipline — or equivalent practical experience
- At least 3 - 5 years of experience in a finance administration, accounts payable, bookkeeping, or operations role — internships or placements included
- Working knowledge of QuickBooks or a comparable accounting platform (Xero, Pennylane, Primavera system) — able to post invoices, reconcile accounts, and run basic reports without requiring training on the fundamentals
- Familiarity with Google Drive and Google Workspace (Sheets, Docs, Gmail) — able to design and maintain a logical folder structure and work collaboratively in a shared environment
- High attention to detail
- Organised and methodical
- Comfortable working to deadlines
- Professional written and verbal communication in English
- Discreet: handling confidential financial information for the group and its principals with the care and professionalism it requires
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