Purchasing and Contracts Administrator New Sterling, Virginia

Heven Drones Ltd; Sterling, Northern (VA, KY); Hybrid; USD 75,000 - 100,000; Full time

Job summary

HevenAeroTech seeks a Purchasing and Contracts Administrator to manage end-to-end procurement and contract administration in a hybrid role at our US HQ. You will source suppliers, negotiate terms, issue POs, and maintain contract records, ensuring on-time delivery and compliance with policy.

The role requires 2+ years in procurement or contracts, strong negotiation and communication skills, and experience with ERP or contract management software.

Qualifications

• ,Bachelor’s degree in Supply Chain Management, Business, Contract Management, or 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

Responsibilities

• Prepare and send 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 issues related to delays, discrepancies, or quality concerns
• Maintain 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 elevate issues as needed
• Coordinate with legal, finance, and program teams on contract changes, invoicing, and closeout

Skills

Negotiation

Communication

Detail orientation

ERP/Procurement systems

Education

Bachelor’s degree in Supply Chain Management

Tools

ERP systems

Job description

Purchasing and Contracts Administrator

HevenAeroTech

Exempt

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.

• 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 elevate 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.

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.

Posted Salary Range:

$75,000 - $100,000 USD

ITAR/EAR Compliance:

This position requires access to information that is subject to compliance with the International Traffic Arms Regulations ("ITAR") and/or the Export Administration Regulations ("EAR"). In order to comply with the requirements of the ITAR and/or the EAR, applicants must qualify as a U.S. person under the ITAR and the EAR, or a person to be approved for an export license by the governing agency whose technology comes under its jurisdiction. Please understand that any job offer that requires approval of an export license will be conditional on Heven AeroTech’s determination that it will be able to obtain an export license in a time frame consistent with Heven AeroTech’s business requirements. A "U.S. person" according to the ITAR definition is a U.S. citizen, U.S. lawful permanent resident (green card holder), or protected individual such as a refugee or asylee. See 22 CFR § 120.15. Some positions will require current U.S. Citizenship due to contract requirements.Can you provide documentation for the ITAR and EAR requirement above?