Procurement Accounting Coordinator

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

• A high school diploma or equivalent required.
• An 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.