Heather Marie Jaehn
Smith River,USA
Summary
Forward-thinking and accomplished professional with extensive experience in contract management and customer service. Well-versed in devising key processes and strategies for contract development. Stellar track record of administering contract orders and resolving complex issues. Expert in maintaining key performance metrics, managing diverse Contract entitlements, and reducing inefficiencies. Adept at steering and training multiple teams to achieve corporate objectives. Excel at building and strengthening professional relationships with staff, customers, and stakeholders. Demonstrated ability to lead teams, manage multiple projects concurrently, resolve conflicts, and deliver on time results. Proficient in cross-cultural collaboration and organizational development. Thrive in challenging and deadline-driven environments. Known for streamlining processes to enhance efficiency and reduce costs.
Overview
18
18
years of professional experience
1
1
Certification
Work History
Sr. Contracts Administrator
CAES Integrated Defense Systems Division
San Diego, CA
01.2017 - 06.2022
- Design key processes and procedures for contract development tools and support contract teams to minimize lead time from program award to contract implementation
- Introduce collaborative brainstorming sessions with team members to develop innovative methods for smart work
- Bargain T&C’s with representatives from multiple defense contractors while ensuring compliance with corporate framework
- Manage contracts to confirm effective and compliant performance during acquisition and product lifecycle
- Assess documents and share technical information with customers
- Educated employees on IP & Data Rights for proposals and contracts as well as monitor wide range of contract transactions in highly stressful environment
- Coordinate administration and approval of purchase orders in line with company policies
- Oversee return material authorization process and contract closeouts
- Played key role leading ISO auditors through Order Acceptance Process Procedure for six years
- Analyzed and implemented Non-Disclosure agreements and government/customer-required representations and certifications
- Drafted customer correspondence, addressed legal issues related to contract terms/conditions, and resolved multiple key contractual matters
- Processed contract transactions for CPFF LOE to FFP in coordination with staff
- Actively engaged in RMA Procedure Kaizen, Bid & Proposal Kaizen, and Key Process Indicators Kaizen
- Played key role in implementation of new ERP System at sister division of CAES
- Commended to participate in CAES High Potential Program for a period of 3 years, which was designed to retain and develop star performers
Supervisor, Contracts Administration
CAES Integrated Defense Systems Division
San Diego, CA
01.2013 - 12.2017
- Oversaw activities of two staff, including training, work assignment, problem resolution, and performance management
- Facilitated team member engagement in collective success initiatives to support individual and collective growth
- Drafted and updated contract administration procedures and executed new policies to process 'at-risk' contractual orders
- Assessed contractual documentation with existing corporate policy and guidelines related to Reps & Certs and NDA/PIAs
- Orchestrated site-wide trainings to ensure compliance with POAP procedure along with executing site wide utilization of SharePoint workflows for customer contracts
- Developed and maintained contract briefs, file, and database as well as responded to stakeholders’ calls with requisite contract data
- Carried out order administration through customer correspondence aligned with Purchase Order Acceptance Process (POAP) procedure
- Played a key role to lead ISO auditors through POAP procedure for four years
- Created Key Performance Indicators (KPIs) monthly reports related to POAP procedures, resulting in improvements across all functional groups
- Managed follow-up with stakeholders through one-on-one meetings and technical analysis
Contracts Administrator
Doncasters GCE Industries
Chula Vista, CA
01.2010 - 12.2012
- Maintained General Electric contracts and involved in contract reviews, pricing, schedule, technical specs, Ts&Cs, SOWs, and multiple deliverable data requirements
- Conducted weekly data analysis of customer orders and managed data integrity of MRP system
- Assessed and presented continuous improvement initiatives, addressed customer inquiries, prepared sales orders, and shared information with all departments
- Organized international and domestic shipments with GE Routing Center and freight carriers
- Examined sales forecasts against existing orders along with generating production schedules
- Oversaw risk assessment and provided recommendations to upper management related to procedures/processes to improve evaluation and revision
- Monitored qualitative and quantitative data collection for delivery ratings, international shipments, PO requirements, pricing, NPI, and customer forecasts
Buyer/Planner
Triumph Fabrications
El Cajon, California
07.2008 - 05.2009
- Developed and maintained strong relationships with key suppliers to ensure reliable supply chains.
- Assessed trends and inventory usage to provide maximum product coverage for different time frames.
- Maintained supplier relationships to improve lead time, cost and quality.
- Ensured compliance with company policies and industry regulations.
- Synchronized supply chain inventory with customer demand to mitigate excess and obsolete inventory.
- Implemented cost-saving initiatives that reduced procurement expenses by a significant percentage.
- Requested pricing quotes from suppliers to determine best source of supply.
Contracts Administrator
Triumph Fabrications
El Cajon, CA
01.2007 - 05.2009
- Managed contracts with sales in excess of eleven million dollars per year, to include contracts with Lockheed Martin, Bombardier, Texstars and GKN.
- Prepared proposals for new and existing contracts. Coordinated Process Improvement Teams.
- Participated in Negotiation of complex contracts and amendments with customer or bidder.
- Performed public relations function for the company in area of contract administration.
- Reviewed, monitored and processed all correspondence to and from customers.
- Coordinated submission of periodic reports.
- Liaison information from customers via Project Authorization orders, budgets, meetings and memos and information internally via letters, proposals, change order requests, project reviews and quotations.
- Examined estimates of material, equipment, production costs and performance requirements relative to compliance issues and consistency to customer inquiry requirements.
- Reviewed and analyzed new contracts for agreement and consistency with proposals.
- Coordinated customer inquiries and replies for information pertaining to modifications of existing or potential contracts.
Contracts Administrator
Senior Aerospace Ketema
El Cajon, CA
05.2004 - 01.2009
- Analyzed internal processes and recommended and implemented procedural or policy changes to improve operations.
- Managed paper or electronic filing systems by recording information, updating paperwork and maintaining documents.
- Coordinated meetings between contracting parties to discuss issues or resolve conflicts.
- Read through contracts, regulations and procedural guidelines to verify comprehension and compliance.
- Worked with management team to improve workflows and eliminate unnecessary tasks.
- Submitted project closeout documents in accordance with contract terms.
- Managed contracts with sales in excess of ten million dollars per year, to include contracts with Lockheed Martin, Boeing and Solar Turbines.
- Performed public relations function for the company in area of contract administration.
- Reviewed, monitored and processed all correspondence to and from customers.
- Coordinated submission of periodic reports.
- Liaison information from customers via Project Authorization orders, budgets, meetings and memos and information from Ketema internally via letters, proposals, change order requests, project reviews and quotations.
- Examined estimates of material, equipment, production costs and performance requirements relative to compliance issues and consistency to customer inquiry requirements.
- Reviewed and analyzed new contracts for agreement and consistency with proposals.
- Coordinated customer inquiries and replies for information pertaining to modifications of existing or potential contracts.
- Completed inventory schedules and other required documentation upon termination of contract.
Education
Professional Certificate - Contract Management
San Diego State University
San Diego, CA01.2025
Bachelor of Science - Recreation Systems Management
San Diego State University
San Diego, CASkills
- Contract Administration
- Project Lifecycle Management
- Strategic Planning & Analysis
- Customer Service & Success
- Request for Proposal (RFP)
- Risk Assessment & Mitigation
- Team Leadership & Training
- Contract Change Orders
- Problem Resolution
- Workflow Optimization
- Change Management
- Resource Allocation
- Proposal development
- Document control
- Contract auditing
- Workflow management
- Verbal and written communication
- Change orders
- Staff training
- Status reporting
- Proposal evaluation
- Deliverable submission
- Contract performance monitoring
- Requests for information
- Interpersonal and written communication
- Presentations
- Compliance enforcement
- Telephone etiquette
- Contract analysis
- Contract closeout
- Project Support
- Contract terms negotiation
- Relationships and rapport
- Contract reviews and edits
- Company policy oversight
- Professional relationship building
Certification
- Restorative Practices Training
- Government Contracting FAR, Federal Publication Seminar
- Outdoor Leadership Certification, Wilderness Education Association
- Professional Certificate in Contract Management, San Diego State University (In Progress)
- Certified Business Coach
Timeline
Sr. Contracts Administrator
CAES Integrated Defense Systems Division
01.2017 - 06.2022
Supervisor, Contracts Administration
CAES Integrated Defense Systems Division
01.2013 - 12.2017
Contracts Administrator
Doncasters GCE Industries
01.2010 - 12.2012
Buyer/Planner
Triumph Fabrications
07.2008 - 05.2009
Contracts Administrator
Triumph Fabrications
01.2007 - 05.2009
Contracts Administrator
Senior Aerospace Ketema
05.2004 - 01.2009
Professional Certificate - Contract Management
San Diego State University
Bachelor of Science - Recreation Systems Management
San Diego State University