Vendor Master Analyst

ON.energy • Miami, FL

7d

About The Position

ON.energy is hiring a Vendor Master Analyst to manage vendor onboarding, changes, verification, maintenance, and periodic review across its Accounts Payable business areas and systems. The role formalizes the Vendor Master Function in the AP SOP and serves as the single point of control for the vendor lifecycle, from request and document review through record creation, bank verification, Treasury setup, activation, maintenance, and review. The position works across Procore and the applicable ERP (QuickBooks or NetSuite, depending on entity and migration status) and supports migration of clean vendor data into NetSuite.

The position 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 is separate from invoice processing to maintain segregation of duties: the person creating or changing a vendor does not post or pay its invoices. The role collaborates daily with AP Analysts, Treasury, Procurement, requesters, and Accounting.

The analyst verifies vendor documentation and records, performs independent anti-fraud callbacks for new or changed banking instructions and first transfers to new vendors, documents results, and blocks setup or payment when verification is incomplete or unsuccessful. The role also maintains complete supporting evidence, reviews data quality, supports audits and controls testing, and delivers monthly vendor master reporting.

Requirements

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• 2–4 years of experience in accounts payable, vendor master data, or finance operations.
• Hands-on experience creating and maintaining vendor records in an ERP.
• Working knowledge of US tax forms, including W-9 and W-8BEN / W-8BEN-E, and vendor tax-information requirements.
• Understanding of payment fraud risks, including business email compromise and bank-change fraud, and related verification controls.
• Comfort conducting vendor verification calls and handling pressure or urgency without bypassing controls.
• Advanced Excel skills, including lookups, deduplication, and cleansing large datasets.
• A track record of following and documenting procedures without shortcuts.
• Bilingual English and Spanish.

Nice To Haves

• NetSuite experience is strongly preferred.
• QuickBooks experience is a plus.
• Experience with Procore or other construction or 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.

Responsibilities

• Receive vendor setup requests through the designated channel, copying the relevant entity’s AP mailbox.
• Obtain and validate tax forms, official banking documentation, contact details, and payment method; identify and hold incomplete or inconsistent requests.
• Search vendor records for possible duplicates before creating a vendor profile.
• Create and maintain vendor records in the ERP and Procore using required information and naming conventions; do not activate records with incomplete or inconsistent data.
• Perform independent Anti-Fraud Callback verification for new vendor bank setups, changes to existing banking instructions, and first transfers to new vendors.
• Prepare callback verification by reviewing documentation, comparing vendor details across documents, and screening for fraud red flags.
• Source callback numbers independently from validated records, active contracts or purchase orders, or established internal contacts; do not use numbers supplied in change-request emails, invoices, or inbound calls.
• Conduct verification calls with authorized vendor representatives and verify the vendor’s identity and banking instructions.
• Document callback outcomes as PASS – VERIFIED, HOLD – UNABLE TO VERIFY, or FAIL – ESCALATE; keep setups and payments blocked and escalate HOLD or FAIL results.
• Send verified banking packages to Treasury for setup, retain the full evidence file, and route vendors unable to verify by phone through the documented exception process.
• Process vendor address, contact, tax, and banking changes under the same documentation and verification standards as new setups.
• Maintain complete, traceable supporting documentation in the approved repository.
• Hold, correct, or merge duplicate and incomplete records before activation; stop setup or payment when banking discrepancies remain unresolved.
• Periodically review vendor records for incomplete data, duplicates, expired tax forms, and outdated information; inactivate dormant or obsolete vendors using agreed criteria and approval.
• Support NetSuite migration by cleansing, deduplicating, and mapping vendor data from QuickBooks and Procore before load, and reconciling data after go-live.
• Deliver a monthly vendor master report to the AP Manager covering processed setups and changes, open requests, review findings, and remediation status.
• Operate vendor authenticity, vendor master integrity, bank-change security, and segregation-of-duties controls under the AP SOP and Vendor Bank Verification SOP.
• Respond to AP Analysts, Procurement, and requesters regarding vendor status, including activation, tax forms, and confirmed bank setup.
• Support external audits, SOX testing, and internal reviews by providing complete evidence for vendor creations and changes.

Benefits

• Competitive salary and annual performance-based bonus eligibility.
• Medical, dental, and vision insurance for US-based roles.
• 401(k) with company match for US-based roles.
• Paid time off and company holidays for US-based roles.
• 30-day Christmas Bonus (Aguinaldo) for Mexico-based roles.
• Major medical expenses and life insurance for Mexico-based roles.
• Paid time off and holidays under local policy for Mexico-based roles.
• Professional development and growth opportunities.
• Opportunity to grow with a mission-driven team shaping the future of clean energy.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level