Senior Property and Logistics Administrator

divh2LIGO Laboratory Property And Logistics Administrator/h2pCaltech is a world-renowned science and engineering institute that marshals some of the worlds brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community./ppLIGO Laboratory (the Laser Interferometer Gravitational-wave Observatory) seeks a highly motivated and skilled Property and Logistics Administrator to join its team./ppThis position is located in Pasadena, California./ppLIGO Laboratory is a National Science Foundation major facility dedicated to observing the newly discovered gravitational-wave universe. Jointly operated by the California Institute of Technology and Massachusetts Institute of Technology, the LIGO Laboratory operates world-leading observatories near Richland, WA and Baton Rouge, LA as well as RD centers on the Caltech and MIT campuses. The LIGO Laboratorys mission spans a broad and vibrant array of activities related to gravitational-wave physics and astronomy, including detector operations, RD toward detector improvements, gravitational-wave astrophysics, observatory operations, and education and public outreach./ppThe LIGO Property and Logistics Administrator at California Institute of Technology (CIT) is responsible for the full lifecycle of property management and logistics operations at the Pasadena campus, while also contributing to coordinated efforts across LIGOs other primary sites: the LIGO Hanford Observatory (LHO), and the LIGO Livingston Observatory (LLO). Day-to-day work spans domestic and international shipping, federal property compliance, equipment tracking and disposition, facilities and safety coordination, and administrative support for multiple laboratory systems. This role requires a high degree of independent judgment, meticulous attention to detail, and the ability to manage competing priorities in a research environment operating under NSF funding requirements./ppWhat makes this role distinctive is its proximity to science that matters. The work of the Property and Logistics Administrator directly enables LIGOs research mission, and the person in this seat will see the connection between their daily efforts and discoveries that have reshaped our understanding of the universe. For a senior professional who takes pride in precision, compliance, and operational excellence, LIGO offers an environment where that expertise genuinely makes a difference./ph3Essential Job Duties/h3ulliManage domestic and international shipping requests with full accountability for accuracy, compliance, and timely execution, including specialty and hazardous shipments/liliPrepare shipping documentation, coordinate freight pickups, and oversee carrier scheduling to ensure efficient and reliable delivery operations/liliPerform pre-shipment and receiving audits against parts lists, DCC numbers, FRS tickets, and account numbers to ensure end-to-end accuracy; support barcode scanning integration to streamline the process/liliReceive, inspect, and process incoming shipments; verify contents against purchase orders and packing documentation and resolve discrepancies as needed/liliComplete Techmart P2P transactions and Fault Reporting System (FRS) PCard receipts associated with shipping activity/liliAdminister export compliance documentation including AES/EEI filings; serve as a coordination point with Office of Export Compliance and the PL Manager for international shipments/liliProcess detector equipment shipments through the LIGO Inventory Control System (ICS) with accuracy and proper recordkeeping/liliMaintain shipping supply inventory by monitoring stock levels, coordinating replenishment, and keeping supplies organized and readily accessible to support daily shipping operations/liliAssign asset tags and establish equipment records in the Document Control Center (DCC) and LIGO Property Control System (PCS) for all newly acquired assets/liliMaintain and continuously improve an equipment tracking system to support accurate and accessible asset records; explore emerging solutions such as RFID technology to enhance tracking efficiency/liliAdminister equipment loans, transfers, trade-ins, exchanges, and retirements; ensure proper documentation and coordination with custodians and the PL Manager/liliOversee preventive maintenance schedules for capital equipment within FAMIS; generate, assign, and track work orders through to completion/liliPrepare and reconcile annual physical inventory reports; facilitate custodian verifications and maintain current off-site loan documentation/liliAssist the PL Manager with leading physical inventory walk-throughs; manage findings resolution and ensure records reflect accurate outcomes/liliAdminister property disposition processes including reutilization, transfers, and removals in full compliance with Caltech policy/liliAssess and optimize limited storage capacity for general lab supplies, cleanroom materials, and mechanical tools; establish and maintain organized, accessible, and clearly labeled storage systems/liliDevelop and maintain a comprehensive inventory database for lab supplies, ensuring accurate location details and up-to-date stock records/liliMonitor supply levels for general lab supplies, cleanroom materials, and mechanical tools; coordinate procurement and routine replenishment to ensure uninterrupted availability/liliConduct annual physical inventory of gas cylinders; coordinate procurement, oversee lease payment completion, and maintain all associated records/liliConduct monthly walk-throughs of labs and common spaces to evaluate conditions, note maintenance needs, document findings, and facilitate timely issue resolution/liliDevelop and manage preventive maintenance schedules for lab equipment; coordinate maintenance activities with lab owners and maintain thorough records/liliProvide logistical and operational support to engineering and operations teams, including planning and coordination of office and lab relocations/liliInitiate and track facilities work orders in the Caltech Facilities Service Request (FSR) system; serve as the primary liaison with Caltech facilities staff to ensure timely completion/liliPrepare and update NFPA safety forms on an annual basis; maintain compliance documentation in coordination with the lab engineer and lab safety officer/liliPartner with the lab safety officer to support safety walk-throughs and corrective action resolution; engage lab owners to address findings, facilitate follow-up, and provide status reporting/liliMonitor lab and common area spaces for safety and housekeeping compliance, including equipment labeling, ladder inspections, signage, and general hazard identification; coordinate with the lab safety officer to resolve minor findings and escalate issues as needed/liliMaintain timely and accurate records across all core systems including FRS, Techmart, FAMIS, PCS, DCC, and ICS/liliMonitor and respond to communications across core systems and email within one business day; and provide consistent weekly task status updates in Trello/liliServe as backup support for off-site locations (LHO and LLO) and the Site Administrator/liliOther duties as assigned/li/ulh3Basic Qualifications/h3ulliAssociates degree in business, logistics, or a related field or equivalent years of experience/lili4 years of relevant, progressively responsible experience/liliExperience working with computerized maintenance management systems, property control systems, or equivalent asset management platforms/liliStrong organizational skills and the ability to manage multiple concurrent responsibilities with a high degree of accuracy and independence/liliProficiency with standard office computing applications including Microsoft Office Suite and web-based platforms/liliPhysical ability to lift up to 50 pounds, operate hand trucks and dollies with heavy loads, and move frequently across campus in support of shipping, receiving, equipment handling, and property disposal activities/liliExcellent written and verbal communication skills in English/liliValid drivers license at the time of employment, maintained throughout employment. Must be eligible and be able to adhere to the Institutes Motor Vehicle policy./liliWillingness and ability to travel occasionally to LIGO observatory sites/liliAbility to work fully on-site in Pasadena, CA/li/ulh3Preferred Qualifications/h3ulliDemonstrated experience with property management practices in a federally funded environment, including equipment lifecycle tracking, disposition, and audit support/liliProficiency with shipping and receiving operations, including domestic freight and international shipments/liliExperience in an academic research institution or scientific laboratory environment/liliFamiliarity with federal property regulations through an NSF cooperative award and management of equipment/liliWorking knowledge of export control regulations and international shipping compliance/liliExperience with Caltech and LIGO systems including Techmart, FSR, FAMIS, FRS, DCC, ICS, and PCS/liliExperience with hazardous materials shipping documentation and NFPA safety compliance processes/liliFamiliarity with large-scale scientific collaborations or multi-site laboratory operations/liliBilingual proficiency in English and Spanish, with the ability to communicate effectively in both languages in a professional setting/li/ulh3Required Documents/h3ulliCover letter explaining your interest in LIGO Lab and summarizing your work experience and what makes it relevant to this position/li/ul/div