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 role is not about traditional purchase ledger management: it's about reimagining how we execute transactional finance operations across the entire procure-to-pay cycle.
You will be responsible for leading the evolution of Purchase Ledger operations, transforming traditional back-office functions into strategic, customer-focused services that drive business insights and operational excellence. Your primary mission is to document, analyze, and systematically improve all purchase ledger processes, with a relentless focus on automation, internal customer satisfaction, and data quality.
This role requires someone who can think strategically about process architecture while remaining deeply engaged in operational details. You'll build and lead a high-performing team across the Purchase Ledger function, ultimately consolidating all purchase ledger operations for multiple group entities under unified, efficient processes.
Key Responsibilities
Process Transformation & Documentation
Conduct comprehensive process mapping of all existing Purchase Ledger workflows, identifying pain points, bottlenecks, compliance gaps, and automation opportunities.
Develop detailed process documentation, standard operating procedures, and workflow diagrams that become the operational blueprint for the team.
Design and implement process improvements that reduce manual effort, improve accuracy, accelerate cycle times, and enhance stakeholder experience.
Create intelligent workflow routing and approval mechanisms that make proper procedures the path of least resistance for internal customers
Establish metrics and KPIs to measure process performance, team productivity, and stakeholder satisfaction.
Build feedback loops to capture stakeholder needs and continuously refine processes based on real-world usage patterns.
Automation & Digital Transformation
Identify high-impact automation opportunities within the procure-to-pay cycle, prioritizing initiatives based on value and feasibility
Partner with IT and external vendors to implement automation solutions including workflow management tools, invoice processing automation, payment orchestration, and intelligent document processing
Design and configure automated routing logic, approval workflows, and exception handling procedures within systems like Jira Service Management and Infor CSI ERP
Develop email automation, API integrations, and robotic process automation (RPA) solutions to eliminate repetitive manual tasks
Create user-friendly interfaces and self-service capabilities that empower internal stakeholders to resolve queries independently
Monitor automation performance and continuously optimize rules, triggers, and workflows based on usage data
Operational Leadership
Lead the Purchase Ledger function, ensuring all supplier invoices are processed accurately, coded precisely, approved properly, and paid within agreed terms
Oversee three-way matching processes, supplier statement reconciliations, month-end
activities, and audit preparation
Manage day-to-day operational priorities, resource allocation, and workload distribution across the team
Ensure exceptional internal customer service, positioning the team as trusted business partners rather than transactional processors
Maintain strong supplier and internal stakeholder relationships, proactively communicating and resolving issues
Team Development & Management
Build, develop, and lead a high-performing team of Purchase Ledger Assistants located in Sri Lanka
Recruit team members who embody customer-focused, solution-oriented mindsets with strong process improvement orientation
Provide coaching, mentorship, and professional development opportunities to build technical and soft skills across the team
Establish clear roles, responsibilities, and performance expectations aligned with the new operational model
Foster a culture of continuous improvement, collaboration, innovation, and accountability
Conduct performance reviews, provide constructive feedback, and recognize exceptional contributions
Multi-Entity Consolidation
Extend Purchase Ledger processes to cover all Brompton group entities, standardizing approaches and creating centralized operations
Coordinate with general accountants currently handling entity-specific ledger activities to ensure smooth transition of responsibilities
Develop entity-specific considerations within standardized workflows where necessary for legal, tax, or regulatory requirements
Create consolidated reporting and analytics across all group entities to provide enterprise-wide spend visibility of the purchase ledger.
Systems & Controls
Maintain expert-level knowledge of Infor CSI ERP system, Jira Service Management, and related financial systems
Ensure robust internal controls, segregation of duties, and compliance with company policies and accounting standards
Support audit requirements with comprehensive documentation, evidence, and explanations of processes and controls
Stay current with VAT regulations, procurement compliance requirements, and best practices in transactional finance
Stakeholder Management & Communication
Act as the primary point of escalation for complex Purchase Ledger queries from internal departments and external parties
Partner closely with Procurement, Finance, Operations, and department heads to understand requirements and deliver responsive service
Communicate process changes, system updates, and improvement initiatives clearly to all stakeholders
Provide regular reporting on operational metrics, process improvements, and transformation progress to senior finance leadership
Build credibility as a strategic partner who enhances business operations through efficient, insight-driven transactional finance
5-7 years' progressive experience in accounts payable, purchase ledger or transactional finance operations
Proven track record of leading process improvement initiatives and delivering measurable operational enhancements
Demonstrated experience in process mapping, workflow design, and implementing automation solutions
Strong understanding of procure-to-pay principles, best practices, and control frameworks
Experience managing teams in a remote or offshore environment
Working knowledge of ERP systems (Infor CSI preferred), workflow management tools, and automation technologies
Solid understanding of VAT regulations, three-way matching, month-end processes, and financial controls
Experience in manufacturing, retail, or e-commerce environments highly desirable
Familiarity with multi-entity finance operations beneficial
Essential Skills & Attributes
Strategic Process Thinking: You can envision the ideal future state of transactional operations and develop pragmatic roadmaps to achieve it
Transformation Leadership: You excel at leading change, overcoming resistance, and building enthusiasm for new ways of working
Analytical Rigour: You use data to diagnose problems, measure impact, and make evidence-based decisions about process design
Customer-Centric Mindset: You instinctively design processes from the perspective of internal and external stakeholders who interact with them
Automation Expertise: You understand how technology can eliminate manual work and actively seek opportunities to leverage it
Exceptional Communication: You translate complex process concepts into clear explanations for diverse audiences at all organizational levels
Team Builder: You attract, develop, and retain talented individuals, creating cohesive teams aligned around common goals
Problem-Solving Ability: You investigate root causes systematically and develop comprehensive solutions rather than superficial fixes
Attention to Detail: You maintain precision and accuracy while managing multiple complex workstreams simultaneously
Collaborative Approach: You build strong cross-functional relationships and work effectively with technical and non-technical partners
Resilience & Adaptability: You thrive in ambiguous, evolving environments and maintain composure when facing obstacles
Ownership Mentality: You take full accountability for outcomes and drive initiatives through to successful completion
"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"
