Vendor Master Analyst

About the role

ON.energy is building and operating hyperscale power systems at gigawatt scale. Accounts Payable serves three business areas — Corporate / Professional Fees, IPP / Operations and Mission Critical — across Procore and the ERP (QuickBooks / NetSuite, depending on the entity and migration status). Under the AP SOP, no payment may be initiated until the vendor has been established in the applicable systems and Treasury has completed the required banking setup.

This position formalizes the Vendor Master Function defined in the AP SOP: the single point through which every vendor is onboarded, changed and reviewed, across its full lifecycle: Request → Documentation review → Duplicate check → Record creation → Bank verification (call-back) → Treasury setup → Activation → Maintenance → Periodic review.

The role reports to the AP Manager, with a dotted line to Treasury for banking setup and to SOX Compliance & Business Process for control design and testing. It sits inside Accounts Payable but apart from invoice processing, so that the person who creates or changes a vendor is not the person who posts or pays its invoices. It works daily with the AP Analysts, Treasury, Procurement, requesters and Accounting, and will play a key role in migrating a clean vendor master into NetSuite.

Key responsibilities

Vendor onboarding and documentation

• Receive new vendor setup requests through the designated channel, with a copy to the AP mailbox of the entity the vendor belongs to (Mission Critical, Corporate / INC or IPP / Operations).
• Obtain and validate the required documentation: W-9 / W-8 or applicable tax form, banking information on official bank letterhead signed by the vendor, contact details and payment method.
• Confirm that legal name and address are consistent across the tax form, banking documentation and invoice; hold incomplete requests and state clearly what is missing.

Vendor master record creation

• Search the vendor master file before every creation to confirm the vendor does not already exist under a different name, spelling or entity.
• Create the vendor profile in the ERP and Procore with legal name, entity billed, vendor type, tax information, address, contact information and payment details.
• Enforce the vendor naming convention and required fields — no vendor is activated with incomplete or inconsistent data.

Bank instruction verification (Anti-Fraud Callback)

• Perform the Anti-Fraud Callback — an independent phone verification of banking instructions — for every new vendor bank setup and every change to an existing vendor’s bank instructions (account, routing / ABA / SWIFT / IBAN, beneficiary or payment method), as well as the first transfer to a new vendor, under the Vendor Bank Verification SOP.
• Prepare each call: confirm the documentation is complete and legible (tax form, official bank document or signed letterhead, beneficiary, account and routing details, contact name and title), compare the legal name across the invoice, W-8 / W-9, bank document and PO or contract, and screen for red flags — urgent changes right before a payment date, unexpected change of bank country, look-alike email domains, pressure or requests for confidentiality.
• Source the callback number independently — Vendor Master or a previously validated record, an active contract or PO, or an internal contact with an established relationship — never from the invoice, the email thread requesting the change, or an inbound call from the vendor.
• Conduct the call with a person authorized by the vendor, asking the vendor to provide the data rather than only confirm it, and verify legal name, bank name, beneficiary / account holder, routing / ABA, SWIFT / IBAN, account number and account type, and that the vendor authorized ON.energy to use those instructions.
• Document every result as PASS – VERIFIED, HOLD – UNABLE TO VERIFY or FAIL – ESCALATE; on HOLD or FAIL keep the setup and payment blocked and escalate to the AP Manager, Treasury and Finance. For bank changes, place the payment on hold, compare the new account to the previous one and explicitly confirm the vendor requested the change.
• Only after a PASS – VERIFIED result, send the package to Treasury as “OK to set up” under the subject convention (New / Update Bank Account – [Vendor Legal Name] – [ddmmyyyy]), including tax documentation, the validated bank document, callback confirmation, the name of the ON.energy verifier and of the vendor contact who confirmed, and any resolved exception; retain the full evidence file.
• Route vendors that cannot confirm bank information by phone through the documented exception flow (AP / Treasury review → alternative method → documented approval) — the control is never skipped.

Maintenance and change control

• Process vendor changes — address, contact, tax or banking — under the same documentation and verification standard as a new setup.
• Keep the supporting documentation for every vendor record complete and traceable in the approved repository.
• Hold, correct or merge duplicate or incomplete records before activation; stop setup or payment on any bank information discrepancy until resolved with Treasury and the AP Manager.

Periodic review and data quality

• Perform periodic reviews of the vendor master file to identify incomplete records, duplicate vendors, expired tax forms and outdated information.
• Inactivate dormant or obsolete vendors following an agreed criterion and approval.
• Support the NetSuite migration: cleanse, deduplicate and map vendor data from QuickBooks and Procore before load, and reconcile it after go-live.
• Deliver a monthly vendor master report to the AP Manager: setups and changes processed, open requests, review findings and remediation status.

Controls and cross-functional partnership

• Operate the vendor master controls in the AP SOP and the Vendor Bank Verification (Anti-Fraud Callback) SOP: vendor authenticity, vendor master integrity, bank change security and segregation of duties.
• Serve as the point of contact for AP Analysts, Procurement and requesters on vendor status (vendor active · tax form · bank setup confirmed).
• Support external audit, SOX testing and internal reviews with complete evidence for every vendor creation and change.

Qualifications

Required

• Bachelor’s degree in Accounting, Finance, Business Administration or a related field.
• 2–4 years in accounts payable, vendor master data or finance operations.
• Hands-on experience creating and maintaining vendor records in an ERP — NetSuite strongly preferred; QuickBooks a plus.
• Working knowledge of US tax forms (W-9, W-8BEN / W-8BEN-E) and vendor tax information requirements.
• Understanding of payment fraud risks (business email compromise, bank-change fraud) and verification controls.
• Comfortable conducting verification calls with vendors and handling pressure or urgency without bypassing controls.
• Advanced Excel: lookups, deduplication and data cleansing on large data sets.
• Track record of following and documenting procedures with no shortcuts.
• Bilingual English and Spanish

Preferred

• Experience with Procore or other construction / project management platforms.
• Exposure to SOX or other internal-control environments.
• ERP migration or master-data cleansing project experience.
• Energy, construction, EPC or multi-entity background.