Vendor Master Analyst

The posting, as ON.energy wrote it

ON.energy is setting the standard for large load interconnection. ON’s patented AI UPS™ is a medium-voltage UPS that serves as a firewall, protecting the data center from the grid, and the grid from the data center. With multiple gigawatts currently under construction, we are enabling grid-safe data centers.

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 pay

[…]
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.

For US-based roles - What you’ll get

• Competitive salary + annual performance-based bonus eligibility
• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays

For Mexico-based roles - What you’ll get

• Competitive salary + annual performance bonus eligibility
• Christmas Bonus (Aguinaldo): 30 days
• Major medical expenses and life insurance
• Paid time off and holidays (per local policy)

For all roles

• Professional development and growth opportunities
• Opportunity to grow with a mission-driven team shaping the future of clean energy
• Equal Opportunity: ON.energy is committed to equal employment opportunity and to maintaining a work environment free of harassment, discrimination, or retaliation.
• Benefits vary by role and location and are subject to change.

Agency Notice: ON.energy does not accept unsolicited resumes from staffing agencies, search firms, or third-party recruiters. Resumes submitted without a fully executed Master Services Agreement (MSA) and a written request from an authorized member of our Talent Acquisition team will be considered the property of ON.energy. No placement fees or compensation will be paid for unsolicited candidate submissions.