Procurement Accounting Coordinator

Hy-Vee Inc; West Des Moines (IA); On-site; USD 55,000 - 85,000; Full time

Job summary

Hy-Vee in West Des Moines, IA is seeking a Procurement Accounting Coordinator to ensure financial and operational accuracy within the procurement function. This role reconciles invoices, manages vendor billbacks, guards gross margins, and supports efficient product flow across suppliers, warehouses, and transportation partners.

The candidate will collaborate with internal teams to resolve discrepancies, process new items in supplier portals, and maintain accurate records.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor’s degree in accounting, finance, supply chain, or a related field preferred.
• Previous experience in procurement, accounting, or supply chain support roles preferred.

Responsibilities

• Ensure accuracy of procurement financials through invoice reconciliation, gross margin protection, and vendor billback processes.
• Complete invoice reconciliation and payment processes, including three-way match and resolution of invoicing discrepancies.
• Monitor and mitigate potential out-of-stocks by expediting purchase orders and following up with vendors, transportation, and warehouses.

Skills

Attention to detail

Written and verbal communication

ERP proficiency

Vendor relationship management

Problem solving

Education

High school diploma or equivalent

Associate or Bachelor's in accounting/finance/supply chain

Tools

Microsoft Office Suite

ERP systems

Job description

Additional Considerations (if any):

- At Hy-Vee our people are our strength. We promise “a helpful smile in every aisle” and those smiles can only come from a workforce that is fully engaged and committed to supporting our customers and each other.

Job Description:

Job Title: Procurement Accounting Coordinator Department: Procurement Pay Type: Hourly Revision Date: September 2025 General Function: 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. This role works closely with suppliers, warehouses, and transportation partners to maintain accurate records, resolve discrepancies, and facilitate efficient product flow.

Reporting Relationships:

Accountable and Reports to: Group Vice President, Procurement Direct Reports: None

Primary Responsibilities:

• Ensure accuracy of procurement financials through invoice reconciliation, gross margin protection, and vendor billback processes.
• Complete invoice reconciliation and payment processes, including three-way match (PO, receipt, invoice) and resolution of 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 ads, off‑invoice adjustments, and count‑recount submissions.
• Ensure accuracy of ad pricing 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 inquiries from stores and vendors regarding procurement, invoicing, or item‑related issues.
• Work with aging buyer and credit balances to maintain financial accuracy.
• Maintain ongoing item and vendor properties, including pack changes and bonus items.
• Run and analyze daily reports and alerts to support decision‑making and issue resolution.

Education and Experience:

• High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, supply chain, or a related field preferred.
• Previous experience in procurement, accounting, or supply chain support roles preferred.

Physical Requirements:

• Must be able to perform office‑related tasks in a standard work environment. Regular use of computer, phone, and office equipment required. May occasionally be required to lift up to 25 pounds.

Knowledge, Skills, Abilities and Worker Characteristics:

• Excellent written and verbal communication skills.
• Strong attention to detail with the 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 with the ability to develop and execute effective solutions.
• Commitment to the Hy‑Vee Mission and willingness to promote company values.

Working Conditions:

Primarily an office environment with frequent use of computers and phones. Fast‑paced setting with deadlines and multiple priorities.

Financial Responsibility:

Ensures financial accuracy in procurement processes, including invoice reconciliation, vendor billbacks, and gross margin protection.

Confidentiality:

Maintains confidentiality of vendor agreements, pricing, and financial records.

Employment is contingent upon the successful completion of a pre employment drug screen.