Procurement and Commercial Assistant (Design Office)

At Studio 360, we are more than just a design studio, we serve as the creative and technical engine behind Azizi Developments. Since our establishment in 2017, our multidisciplinary team has delivered innovative solutions in architecture, engineering, interiors, landscape, and MEP across a diverse array of sectors, including residential, commercial, hospitality, healthcare, and master planning. With three offices and a shared passion for excellence, we merge creativity, precision, and a human-centric approach to bring visionary projects to life. We lead in digital transformation by integrating advanced technologies and Building Information Modeling (BIM) at every stage of our design and delivery process. At Studio 360, you will be immersed in a dynamic environment where bold ideas, collaboration, and innovative tools converge to shape the skylines of tomorrow. Responsibilities: Assist RFP Managers in managing and tracking procurement activities throughout the RFP process. Prepare, update, and maintain RFP forms, checklists, trackers, and supporting records. Maintain accurate logs for RFPs, procurement status, appointments, contracts, amendments, and approvals. Follow up with relevant stakeholders on pending submissions, approvals, clarifications, and required documentation. Maintain and regularly update the Contract Log, including contract value, validity, amendments, variations, and current status. Ensure all Procurement and Commercial documents are properly recorded, filed, version-controlled, and easily retrievable. Support the Commercial Team and Design Managers with invoice management, including receipt, tracking, supporting documents, internal approvals, and submission to Finance. Maintain an updated Invoice Log, including invoice reference, consultant/vendor, contract reference, amount, status, approval dates, and payment progress. Follow up on missing documents, pending approvals, and outstanding invoice actions to ensure timely closure. Support the preparation and control of commercial and procurement forms, checklists, and related documentation. Prepare periodic status reports covering pending RFPs, contracts, invoices, approvals, and overdue actions. Maintain complete and traceable records to support internal reviews, audits, compliance, and management reporting. Requirements • Bachelor’s degree or Diploma in Business Administration, Procurement, Commercial Management, Quantity Surveying, Engineering, or a related field. • Minimum 4+ years of relevant experience in the UAE. • Previous experience in a consultancy, construction, real estate, or design environment is preferred. • Good understanding of RFP/RFQ processes, procurement coordination, contract records, invoice management, approvals, and commercial documentation. • Strong skills in document control, record keeping, tracking, reporting, and stakeholder coordination. • Proficiency in Microsoft Office, particularly Excel, with the ability to maintain and manage trackers and reports. • Computer & Software Proficiency : • SharePoint • Aconex • Autodesk Construction Cloud (ACC) • Microsoft Office / Excel • ERP systems or similar digital procurement and document management tools. Show more Show less

Bachelor’s degree or Diploma in Business Administration, Procurement, Commercial Management, Quantity Surveying, Engineering, or a related field. Minimum 4+ years of relevant experience in the UAE. Previous experience in a consultancy, construction, real estate, or design environment is preferred. Good understanding of RFP/RFQ processes, procurement coordination, contract records, invoice management, approvals, and commercial documentation. Strong skills in document control, record keeping, tracking, reporting, and stakeholder coordination. Proficiency in Microsoft Office, particularly Excel, with the ability to maintain and manage trackers and reports. Computer & Software Proficiency: SharePoint, Aconex, Autodesk Construction Cloud (ACC), Microsoft Office / Excel, ERP systems or similar digital procurement and document management tools.

Assist RFP Managers in managing and tracking procurement activities throughout the RFP process. Prepare, update, and maintain RFP forms, checklists, trackers, and supporting records. Maintain accurate logs for RFPs, procurement status, appointments, contracts, amendments, and approvals. Follow up with relevant stakeholders on pending submissions, approvals, clarifications, and required documentation. Maintain and regularly update the Contract Log, including contract value, validity, amendments, variations, and current status. Ensure all Procurement and Commercial documents are properly recorded, filed, version-controlled, and easily retrievable. Support the Commercial Team and Design Managers with invoice management, including receipt, tracking, supporting documents, internal approvals, and submission to Finance. Maintain an updated Invoice Log, including invoice reference, consultant/vendor, contract reference, amount, status, approval dates, and payment progress. Follow up on missing documents, pending approvals, and outstanding invoice actions to ensure timely closure. Support the preparation and control of commercial and procurement forms, checklists, and related documentation. Prepare periodic status reports covering pending RFPs, contracts, invoices, approvals, and overdue actions. Maintain complete and traceable records to support internal reviews, audits, compliance, and management reporting.