Vendor Master Analyst

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 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, benefici…

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