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 dont just believe in the power of peoplewe build our success on it. As a recognized leader in hydrogen-powered drones weve 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 smartthose 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:

• Bachelors 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.

Benefits Overview:

Heven AeroTech offers a competitive benefits package designed to support the health financial security and overall well-being of our employees and their families. Benefits in protectional dental and vision coverage retirement plans paid time off/sick and additional protections such as critical illness hospital indemnity accident coverage and short- and long-term disability.

Equal Employment Opportunity Statement:

Heven AeroTech is an Equal Opportunity Employer and considers all qualified applicants without regard to race color religion sex sexual orientation gender identity national origin disability veteran status or any other protected characteristic under applicable law.