Office Administration, Commercial & Vendor Management Executive

About IMA IMA® (Institute of Management Accountants) is one of the largest and most respected global associations dedicated to advancing the management accounting profession. With a strong and growing presence in India, IMA is committed to building a future-ready finance and accounting ecosystem through certification, thought leadership, academic partnerships, and corporate engagement. As IMA India enters its next phase of strategic expansion, we are seeking a high-ownership professional to strengthen our India operations backbone. Role Summary The Executive – Office Administration, Commercial & Vendor Management will serve as a critical operations enabler for IMA India. This role will drive administrative excellence, commercial discipline, and vendor governance to support the organization’s growth agenda across India. The incumbent will act as the operational nerve center of the IMA India office at Bangalore —ensuring seamless office functioning, cost optimization, compliance adherence, and high-quality vendor ecosystem management. The role requires strong execution rigor combined with commercial acumen and stakeholder maturity. Key Responsibilities 1. Office Administration • Oversee end-to-end administration of the Bangalore office to ensure smooth day-to-day operations. • Manage office infrastructure, facilities, and workplace readiness aligned to global standards. • Coordinate with building management, facility providers, and internal stakeholders. • Ensure adherence to safety, security, and workplace compliance protocols. • Maintain administrative documentation, records, and audit trails. • Support leadership visits, internal meetings, and official events hosted at the branch and also at different parts of the country. • Drive continuous improvement in office efficiency, cost control, and employee experience. 2. Commercial Operations & Financial Coordination • Support commercial processes including purchase orders, invoice validation, and payment tracking. • Ensure strong financial hygiene and documentation accuracy in line with IMA global policies. • Coordinate closely with Finance, Procurement, and Shared Services teams. • Monitor budgets related to office administration and vendor spends. • Track and report cost optimization opportunities and efficiency gains. • Support contract lifecycle management from commercial and compliance standpoint. • Maintain dashboards and MIS reports for leadership review. 3. Vendor Management & Governance • Manage the end-to-end vendor lifecycle: onboarding, due diligence, performance tracking, and renewals. • Build and maintain a high-quality, cost-efficient vendor ecosystem across facilities, services, and operational support. • Negotiate commercial terms in alignment with organizational guidelines. • Ensure vendor compliance with contractual, statutory, and service-level requirements. • Monitor vendor SLAs and drive corrective actions where required. • Lead periodic vendor reviews and performance scorecards. • Identify opportunities for vendor consolidation and cost optimization. 4. Compliance, Risk & Process Excellence • Ensure adherence to internal controls, procurement policies, and governance frameworks. • Support internal and external audit requirements related to administration and vendors. • Maintain strong documentation discipline and audit readiness. • Identify operational risks and recommend mitigation measures. • Drive process standardization and automation where feasible. • Support India leadership on compliance-related requirements. 5. Cross-Functional Coordination • Act as a key liaison between India team, global operations, finance, and external partners. • Support India events and strategic initiatives from an operations standpoint. • Provide administrative and commercial support to regional growth initiatives. • Ensure high responsiveness and stakeholder satisfaction across functions. Strategic Impact of the Role This role is pivotal to strengthening IMA India’s operational foundation during a high-growth phase. The incumbent will: • Enable scalable growth: Build robust administrative and vendor frameworks that support India expansion. • Drive commercial discipline: Ensure cost efficiency and financial governance across India operations. • Enhance operational resilience: Create audit-ready, compliant, and globally aligned processes. • Improve stakeholder experience: Deliver a seamless workplace and vendor ecosystem that supports business teams. • Support leadership bandwidth: Allow business leaders to focus on growth, partnerships, and market expansion. The right candidate will not merely manage administration but will professionalize and future-proof IMA India’s operational engine. Desired Candidate Profile Experience • 5–7 years of experience in office administration, commercial operations, procurement support, and vendor management. • Prior experience in multinational organizations, professional bodies, education sector, or services sector preferred. • Demonstrated exposure to structured processes and compliance environments. Education • Post-graduate qualification preferred (MBA / PGDM / M. Com or equivalent). • Graduate in Commerce, Business Administration, or related field required. Core Competencies • Strong commercial and financial acumen • Vendor negotiation and relationship management • High attention to detail and process rigor • Excellent stakeholder management skills • Strong documentation and compliance orientation • Ability to work in a fast-growing, matrixed environment • High ownership and execution discipline • Proficiency in MS Office and reporting tools Behavioral Attributes • Highly reliable and detail-oriented • Structured thinker with execution focus • Proactive problem solver • Professional maturity and discretion • Strong follow-through mindset • Collaborative yet assertive Why Join IMA India • Be part of a globally respected professional body • Work closely with India leadership and global stakeholders • Opportunity to build and shape scalable India operations • High-visibility role with meaningful organizational impact • Collaborative, purpose-driven work environment