Title: Purchasing and Contracts Administrator
Company: Heven AeroTech
Location: Sterling, Virginia
FLSA: Exempt
Reports To: VP, Contracts & Procurement
About Our Company:
At Heven AeroTech (Heven), we don’t just believe in the power of people—we build our success on it. As a recognized leader in hydrogen-powered drones, we’ve earned recognition for creating a workplace where innovation thrives, collaboration is second nature, and every employee feels valued. Our culture is anchored in trust and a shared commitment to excellence.
We believe great teams are built on individuals who are humble, hungry, and smart—those who put team success first, take initiative to continuously improve, and demonstrate strong interpersonal awareness. At Heven, your voice matters, your ideas are heard, and your contributions make a tangible impact as you grow through hands-on experience and collaboration across the team.
Role Summary:
The Purchasing and Contracts Administrator is responsible for managing the end-to-end purchasing process and administering supplier contracts to ensure the timely, cost-effective, and compliant acquisition of goods and services. This hybrid role supports operational success by sourcing suppliers, negotiating terms, overseeing orders through delivery, and managing contract documentation, compliance, and key obligations throughout the contract lifecycle.
Essential Responsibilities:
Prepare and send Requests for Quotation (RFQs) to suppliers
Evaluate supplier quotes and negotiate pricing, terms, and delivery schedules
Issue and manage purchase orders in accordance with company policies
Maintain strong relationships with suppliers to ensure quality and reliability
Track and follow up on orders to ensure on-time delivery
Resolve any issues related to delays, discrepancies, or quality concerns
Maintain accurate procurement and contract records and documentation
Collaborate with internal teams to understand purchasing needs and priorities
Draft, review, and route NDAs, supplier agreements, subcontracts, and amendments for approval and signature
Review purchase orders and contract terms for compliance with company policies and customer flow-down requirements, including FAR/DFARS clauses where applicable
Maintain the contract repository and track key dates, including renewals, expirations, deliverables, and modifications
Monitor supplier performance against contract terms and escalate issues as needed
Coordinate with legal, finance, and program teams on contract changes, invoicing, and closeout
Qualifications & Experience:
Required:
Bachelor’s degree in Supply Chain Management, Business, Contract Management, or a related field (or equivalent experience)
2+ years of experience in procurement, purchasing, contract administration, or supply chain operations
Working knowledge of contract terms and conditions and the contract lifecycle
Strong negotiation and communication skills
High attention to detail and organizational skills
Proficiency in procurement systems, ERP, or contract management software preferred
Preferred:
Experience working with multiple vendors and managing supplier relationships
Ability to prioritize and manage multiple orders and contracts simultaneously
Analytical mindset with a focus on cost optimization and efficiency
Familiarity with FAR/DFARS and government contracting requirements
Professional certification (e.g., NCMA CFCM/CCCM or ISM CPSM) a plus
Physical Requirements:
Ability to sit for extended periods while working at a computer, reviewing contracts, and processing purchase orders.
Ability to use a computer, keyboard, and standard office equipment for prolonged periods, including reading detailed documents on screen and in print.
Ability to communicate clearly and effectively in person, by phone, and through virtual meeting platforms with suppliers and internal teams.
Ability to occasionally stand, walk, bend, and reach, including moving between office, receiving, and production areas to resolve order…