Senior Property and Logistics Administrator
Caltech
Job Category: Fulltime Regular
Exempt Overtime Eligible: Overtime Eligible
Benefits Eligible: Benefit Based
Caltech is a world-renowned science and engineering institute that marshals some of the world's 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.
LIGO Laboratory (the Laser Interferometer Gravitational-wave Observatory) seeks a highly motivated and skilled Property and Logistics Administrator to join its team.
This position is located in Pasadena, California.
LIGO 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 R&D centers on the Caltech and MIT campuses. The LIGO Laboratory's mission spans a broad and vibrant array of activities related to gravitational-wave physics and astronomy, including detector operations, R&D toward detector improvements, gravitational-wave astrophysics, observatory operations, and education and public outreach.
For more information, please visit the Laboratory website: www.ligo.caltech.edu
Job Summary
The 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 LIGO's 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.
What makes this role distinctive is its proximity to science that matters. The work of the Property and Logistics Administrator directly enables LIGO's 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.
Essential Job Duties
Shipping and Receiving:
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Manage domestic and international shipping requests with full accountability for accuracy, compliance, and timely execution, including specialty and hazardous shipments
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Prepare shipping documentation, coordinate freight pickups, and oversee carrier scheduling to ensure efficient and reliable delivery operations
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Perform 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
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Receive, inspect, and process incoming shipments; verify contents against purchase orders and packing documentation and resolve discrepancies as needed
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Complete Techmart P2P transactions and Fault Reporting System (FRS) PCard receipts associated with shipping activity
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Administer export compliance documentation including AES/EEI filings; serve as a coordination point with Office of Export Compliance and the P&L Manager for international shipments
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Process detector equipment shipments through the LIGO Inventory Control System (ICS) with accuracy and proper recordkeeping
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Maintain shipping supply inventory by monitoring stock levels, coordinating replenishment, and keeping supplies organized and readily accessible to support daily shipping operations
Property and Equipment Management:
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Assign asset tags and establish equipment records in the Document Control Center (DCC) and LIGO Property Control System (PCS) for all newly acquired assets
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Maintain 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
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Administer equipment loans, transfers, trade-ins, exchanges, and retirements; ensure proper documentation and coordination with custodians and the P&L Manager
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Oversee preventive maintenance schedules for capital equipment within FAMIS; generate, assign, and track work orders through to completion
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Prepare and reconcile annual physical inventory reports; facilitate custodian verifications and maintain current off-site loan documentation
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Assist the P&L Manager with leading physical inventory walk-throughs; manage findings resolution and ensure records reflect accurate outcomes
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Administer property disposition processes including reutilization, transfers, and removals in full compliance with Caltech policy
CIT Facilities and Safety Coordination:
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Assess and optimize limited storage capacity for general lab supplies, cleanroom materials, and mechanical tools; establish and maintain organized, accessible, and clearly labeled storage systems
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Develop and maintain a comprehensive inventory database for lab supplies, ensuring accurate location details and up-to-date stock records
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Monitor supply levels for general lab supplies, cleanroom materials, and mechanical tools; coordinate procurement and routine replenishment to ensure uninterrupted availability
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Conduct annual physical inventory of gas cylinders; coordinate procurement, oversee lease payment completion, and maintain all associated records
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Conduct monthly walk-throughs of labs and common spaces to evaluate conditions, note maintenance needs, document findings, and facilitate timely issue resolution
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Develop and manage preventive maintenance schedules for lab equipment; coordinate maintenance activities with lab owners and maintain thorough records
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Provide logistical and operational support to engineering and operations teams, including planning and coordination of office and lab relocations
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Initiate 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
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Prepare and update NFPA safety forms on an annual basis; maintain compliance documentation in coordination with the lab engineer and lab safety officer
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Partner 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
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Monitor 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
Systems Administration and Administrative Support:
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Maintain timely and accurate records across all core systems including FRS, Techmart, FAMIS, PCS, DCC, and ICS
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Monitor and respond to communications across core systems and email within one business day; and provide consistent weekly task status updates in Trello
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Serve as backup support for off-site locations (LHO and LLO) and the Site Administrator
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Other duties as assigned
Basic Qualifications
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Associate's degree in business, logistics, or a related field or equivalent years of experience
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4 years of relevant, progressively responsible experience
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Experience working with computerized maintenance management systems, property control systems, or equivalent asset management platforms
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Strong organizational skills and the ability to manage multiple concurrent responsibilities with a high degree of accuracy and independence
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Proficiency with standard office computing applications including Microsoft Office Suite and web-based platforms
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Physical 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
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Excellent written and verbal communication skills in English
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Valid driver's license at the time of employment, maintained throughout employment. Must be eligible and be able to adhere to the Institute's Motor Vehicle policy.
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Willingness and ability to travel occasionally to LIGO observatory sites
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Ability to work fully on-site in Pasadena, CA
Preferred Qualifications
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Demonstrated experience with property management practices in a federally funded environment, including equipment lifecycle tracking, disposition, and audit support
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Proficiency with shipping and receiving operations, including domestic freight and international shipments
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Experience in an academic research institution or scientific laboratory environment
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Familiarity with federal property regulations through an NSF cooperative award and management of equipment
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Working knowledge of export control regulations and international shipping compliance
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Experience with Caltech and LIGO systems including Techmart, FSR, FAMIS, FRS, DCC, ICS, and PCS
- Experience with hazardous materials shipping documentation and NFPA safety compliance processes
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Familiarity with large-scale scientific collaborations or multi-site laboratory operations
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Bilingual proficiency in English and Spanish, with the ability to communicate effectively in both languages in a professional setting
Required Documents
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Cover letter explaining your interest in LIGO Lab and summarizing your work experience and what makes it relevant to this position
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Resume
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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