Finance Operations Manager

Description

About Gapstars

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
You will support the finance department of our client (a Dutch Managing General Agent/insurance intermediary) remotely from Sri Lanka.
You combine financial-administrative tasks with controlling responsibilities and
insurance-technical analyses. You work closely with the finance manager in the
Netherlands and contribute to accurate, timely, and insightful financial administration and business operations.

Daily Tasks

Check Basecone: tag invoices per legal entity (purchase/sales), review and
confirm
Book invoices in Basecone and Exact Online; verify correct VAT code,
payment terms, currency, and period
Update bank statements in Exact Online per entity
Match and clear open items (creditors and debtors)
Check for duplicate invoices and reject with explanation
Monitor finance inboxes for incoming invoices and action items
Monitor open items and premium collections
Check Basecone: tag invoices per legal entity (purchase/sales), review and confirm
Book invoices in Basecone and Exact Online; verify correct VAT code, payment terms, currency, and period
Update bank statements in Exact Online per entity
Match and clear open items (creditors and debtors)
Check for duplicate invoices and reject with explanation
Monitor finance inboxes for incoming invoices and action items
Monitor open items and premium collections

Weekly Tasks

Accounts receivable monitoring via WeFact: track and follow up on outstanding receivables
Prepare and process payments (current accounts and direct debit collections)
Process and book credit card transactions
Process and reconcile Stripe payments
Check renewal and current account processes
Flag deviations in claims development or underwriting results

Monthly Tasks
Administrative:

Book bank statements for all entities in Exact Online (including ING MT940
import)
Create journal entries for corrections and bank overviews
Prepare current account reconciliations (RC) for MGA: reconcile current accounts with capacity providers
Process policy and claims bookings from Agos into Exact Online
Download HDI and Chubb overviews, convert to Excel, and file in the bordereau folder
Reconcile current account payables to capacity providers (AIG, Ansvar, HDI, Allianz, Chubb, etc.)
Import claims batch payments for MGA as journal entries in Exact Online
Perform renewal controls and month-end closing procedures

Financial Control:

Prepare and analyze monthly management reports
Perform variance analysis (budget vs. actuals)
Monitor and report on budgets, forecasts, and liquidity positions
Consolidate financial data across all Alicia entities
Update and present KPI dashboard to management
Monitor commissions, underwriting results, and technical provisions
Track performance per product, portfolio, or capacity provider

Quarterly Tasks

Prepare and analyse quarterly reports
Support VAT filing and payment
Support insurance premium tax filing and payment
Process work-related expenses (WKR - Dutch work cost scheme)
Conduct scenario analyses and update forecasts
Analyze broker portfolio performance
Support bordereau controls and underwriting administration
Verify compliance with applicable laws and regulations (Solvency II, Wft, IFRS 17)
Support internal controls and audit processes

Annual / Periodic Tasks

Support retrospective adjustments of collective insurance contracts
Contribute to the annual budget and forecast cycle
Prepare documentation for the external auditor
Support year-end closing and statutory audit processes
Deliver reports to Quantum and regulators (DNB, AFM)
Maintain and update collective administration records
Set up new creditors in Basecone and Exact Online

Process Optimization (Ongoing)

Improve financial processes and reporting structures
Automate reports in Excel, Power BI, or Exact Online
Monitor data quality within policy, claims, and financial administrations
Document and improve AO/IC (administrative organisation / internal controls) processes
Implement more efficient controls and workflows

Software & Tools

Exact Online (EOL) - prior experience is a strong advantage
Basecone - invoice processing and scanning
Excel - advanced level (models, pivot tables, variance analyses, scenario analyses)
Metabase - experience with dashboards and reporting is a strong advantage
WeFact - accounts receivable monitoring
Agos - policy and claims bookings (to be learned on the job)
Google Workspace (Gmail, Google Drive, Sheets)
AI Tools – for analyzing

The Role

Finance Operations Manager

Requirements

Hard Skills
Accounting & Financial Knowledge

Experience with bookkeeping systems, double-entry bookkeeping and general
ledger administration
Knowledge of accounts payable and accounts receivable management
Understanding of VAT processing and administration
Affinity with insurance-specific financial concepts (insurance premium tax, direct debit collections, current account reconciliations, bordereau, combined ratio, technical provisions)
Experience with consolidation of financial data across multiple entities
Basic knowledge of relevant laws and regulations: Solvency II, Wft and/or IFRS 17 is a strong advantage

Analytical Skills

Preparing and analyzing monthly, quarterly, and annual reports
Performing variance analyses (budget vs. actuals)
Monitoring budgets, forecasts, and liquidity positions
Analyzing premium income, claims expenses, and combined ratio
Building KPI dashboards and conducting scenario analyses
Supporting AO/IC process optimization and internal controls

Soft Skills

Accuracy & attention to detail - both in administrative processing and in
analytical reporting
Analytical mindset - able to identify connections between data and business
results
Proactive & self-directed - remote work requires initiative, strong time management, and a results-oriented approach
Strong communicator - able to clearly present analyses and findings to
management and the Dutch team
Reliability & integrity - works with confidential financial, commercially
sensitive, and personal data
Structured & organized - able to manage daily, weekly, monthly, and
periodic deadlines
Eager to learn & adaptable - willing to quickly absorb new systems,
processes, and regulations
Team player - part of a small, close-knit finance team with short lines of communication
Resilient under pressure - able to manage month-end closings, tax filings,
and reporting deadlines effectively
Constructively critical - flags deviations and actively contributes to
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"