Procurement Accounting Coordinator

Hy-Vee•Des Moines, IA

About The Position

The Procurement Accounting Coordinator ensures financial and operational accuracy within the procurement function by reconciling invoices, managing vendor billbacks, safeguarding gross margin, and supporting strong store fill rates. The role works closely with suppliers, warehouses, and transportation partners to maintain accurate records, resolve discrepancies, and facilitate efficient product flow. The position is accountable to and reports to the Group Vice President, Procurement, and has no direct reports. It is primarily performed in an office environment, with frequent use of computers and phones, in a fast-paced setting with deadlines and multiple priorities. The role is financially responsible for accuracy in procurement processes, including invoice reconciliation, vendor billbacks, and gross margin protection, and must maintain the confidentiality of vendor agreements, pricing, and financial records. Employment is contingent upon successfully completing a pre-employment drug screen.

Requirements

High school diploma or equivalent.
Excellent written and verbal communication skills.
Strong attention to detail and ability to reconcile data and resolve discrepancies.
Proficiency in Microsoft Office Suite and enterprise resource planning (ERP) systems.
Ability to build and maintain professional relationships with vendors, warehouses, and internal stakeholders.
Problem-solving skills and ability to develop and execute effective solutions.
Commitment to the Hy-Vee Mission and willingness to promote company values.
Ability to perform office-related tasks in a standard work environment and regularly use a computer, phone, and office equipment.
May occasionally be required to lift up to 25 pounds.
Successful completion of a pre-employment drug screen is a condition of employment.

Nice To Haves

Associate or bachelor’s degree in accounting, finance, supply chain, or a related field.
Previous experience in procurement, accounting, or supply chain support roles.

Responsibilities

Ensure procurement financial accuracy through invoice reconciliation, gross margin protection, and vendor billback processes.
Complete invoice reconciliation and payment processes, including three-way matching of purchase orders, receipts, and invoices, and resolve invoicing discrepancies.
Monitor and mitigate potential out-of-stocks by expediting purchase orders, obtaining status updates from vendors, transportation, and warehouses, and following up on late or unscheduled deliveries.
Investigate purchase order overages and shortages with suppliers and warehouses, including daily lost sales reporting.
Review item-level gross margins, identify variances from targets, and address inventory adjustments, pricing discrepancies, invoice issues, and price protection billbacks.
Process approved new items in supplier portals.
Partner with warehouses and suppliers to resolve unslotted listings and close-dated items.
Process supplier allowances, including advertisements, off-invoice adjustments, and count-recount submissions.
Ensure ad pricing accuracy through discrepancy reporting, audits, and resolution of internal and external inquiries.
Process vendor billbacks, including special price audits, recalls, price protection, and miscellaneous charges.
Respond to store and vendor inquiries regarding procurement, invoicing, or item-related issues.
Work with aging buyer and credit balances to maintain financial accuracy.
Maintain item and vendor properties, including pack changes and bonus items.
Run and analyze daily reports and alerts to support decision-making and issue resolution.