Purchasing and Contracts Administrator

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 discrepancies or verify deliveries.
• Ability to occasionally lift and carry items up to 25 pounds, such as supplier samples, shipments, or document files.
• Ability to work on-site at Company HQ on a regular, scheduled basis consistent with the hybrid work arrangement, with occasional local travel to company facilities or supplier sites.
• Ability to wear required personal protective equipment (e.g., safety glasses, closed-toe shoes) when entering manufacturing or warehouse areas.