About Gapstars
Gapstars is a Netherlands-based software development services provider that builds remote, agile teams in Sri Lanka and Portugal for innovative tech companies. Today, we are home to 300+ TechStars and innovative minds, turning scalable software into performance products that shape the future. Our partners are highly ambitious tech companies that are looking to conquer their respective markets.
About the Role
This is an opportunity for a customer-focused and solution-oriented Purchase Ledger Assistant to join a finance team during a period of transformation. The role goes beyond traditional accounts payable processing, with a focus on owning stakeholder issues end-to-end, improving processes, and driving efficiency through automation and innovation.
The main objective is not only to ensure timely supplier payments but also to maintain accurate and meaningful transaction coding to support business insights in procurement, budgeting, and operational planning. You will work closely with internal teams, procurement, and suppliers, taking full ownership of issue resolution and contributing to continuous process improvement.
Key Responsibilities
Accounts Payable Operations
Process supplier invoices accurately and efficiently, ensuring appropriate coding that enables meaningful spend analysis and business insights, proper approvals, and compliance with company policies and three-way matching requirements
Match purchase orders, goods receipt notes, and invoices (three-way matching) with attention to detail
Prepare and execute payment runs including multi-currency payments, ensuring suppliers are paid within agreed terms
Reconcile supplier statements and resolve discrepancies proactively
Process corporate credit card purchases and out-of-pocket expense claims, ensuring proper documentation, coding accuracy, and timely reimbursement
Handle logistics supplier invoices, coordinating with relevant teams for specialised review and approval workflows
Maintain accurate records and filing systems, both digital and physical
Customer Focus & Stakeholder Management
Act as a trusted partner to internal departments, understanding their needs and working collaboratively to solve payment and invoice-related issues
Communicate proactively with suppliers and internal stakeholders to expedite payments and resolve queries efficiently
Take complete ownership of stakeholder problems – investigating root causes, coordinating with relevant parties, and following through to resolution
Respond to Accounts Payable enquiries in a timely manner with clear, helpful communication
Build strong working relationships across Finance, Procurement, Operations, and other departments
Process Improvement & Innovation
Actively map and document current Purchase Ledger processes, identifying bottlenecks, pain points, and inefficiencies
Propose and implement improvements to streamline workflows, reduce manual effort, and improve accuracy
Identify opportunities for automation and digital transformation within the procure-to-pay cycle
Contribute ideas for enhancing internal controls and compliance measures
Participate in process improvement initiatives and finance transformation projects
Month-End & Financial Reporting
Support the month-end close process with accurate and timely Purchase Ledger activities
Prepare accrual and prepayment journals to ensure correct period-end accounting
Maintain and reconcile purchase ledger control accounts
Assist with audit requirements and provide supporting documentation as needed
3-5 years' experience in accounts payable, purchase ledger or similar finance role
Strong understanding of accounts payable principles, processes, and best practices
Working knowledge of VAT laws and when to disallow VAT
Experience processing high volumes of invoices and payments accurately
Strong Excel skills and experience with accounting systems (INFOR ERP, Netsuite or similar preferred)
Experience in retail, e-commerce, or manufacturing environments (desirable)
Essential Skills & Attributes
Customer-focused mindset with awareness of how work impacts internal stakeholders and suppliers
Strong problem-solving ability, focusing on identifying root causes and developing complete solutions
End-to-end ownership of issues from discovery through to resolution
Proactive approach to anticipating problems and improving processes independently
Process improvement mindset, with a natural curiosity about why things are done a certain way
Analytical thinking with the ability to map workflows, identify bottlenecks, and suggest data-driven improvements
Excellent communication skills, able to explain complex issues clearly to stakeholders at all levels
High attention to detail, ensuring accuracy in high-volume transaction processing and coding
Strong team collaboration skills and ability to build positive working relationships across departments
Adaptability and comfort working in a changing, transformation-focused environment
Digital-first mindset with openness to automation and technology-enabled improvements
"Gapstars is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate based on race, national origin, gender, disability, or age. Your personal information collected during the application process is handled following our privacy policy and used exclusively for recruitment and hiring purposes only"
