Senior Property and Logistics Administrator

Caltech

Pasadena, CA

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JOB DETAILS

SALARY

$29–$39 Per Hour

SKILLS

Academic Research, Administrative Skills, Adobe Acrobat, Asset Management, Astronomy, Astrophysics, Capital Equipment, Cargo/Freight, Cleanroom, Communication Skills, Computer Skills, Computerized Maintenance Management System (CMMS), Continuous Improvement, Control Systems, Corrective Action, Detail Oriented, Document Control, Documentation, Driver's License, Email Technology, English Language, Equal Employment Opportunity (EEO), Equipment Maintenance/Repair, Facilities Management, Fault Management, Federal Laws and Regulations, Funding, Hazard Analysis, Hazardous Materials/Substances, Housekeeping/Cleaning, Import/Export Compliance, Inventory Control System, Inventory Management, Inventory Reports, Laboratory Equipment, Laboratory Operations, Laboratory Systems, Lift/Move 50 Pounds, Loading/Unloading, Loan Documents, Loans, Logistics, Maintain Compliance, Maintenance Services, Microsoft Office, Multilingual, NSF Audio Formats, National Fire Protection Association (NFPA), Operational Support, Operations, Order Picking/Packing, Organizational Skills, Physical Inventory, Physics, Presentation/Verbal Skills, Preventative Maintenance, Problem Solving Skills, Process Development, Profit & Loss Management, Project Tracking, Property Management, Purchase Orders, Purchasing/Procurement, Radio Frequency Identification (RFID), Receiving Inspection, Record Keeping, Regulations, Reporting Skills, Research & Development (R&D), Safety Compliance, Safety Engineering, Safety Process, Schedule Development, Scientific Research, Shipping Documents, Shipping Operations, Shipping/Receiving, Spanish Language, Systems Administration/Management, Time Management, Willing to Travel, Writing Skills

LOCATION

Pasadena, CA

POSTED

Today

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 ofthe 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, WAand 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:

Manage domestic and international shipping requests with full accountability for accuracy, compliance, and timely execution, including specialty and hazardous shipments
Prepare shipping documentation, coordinate freight pickups, and oversee carrier scheduling to ensure efficient and reliable delivery operations
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
Receive, inspect, and process incoming shipments; verify contents against purchase orders and packing documentation and resolve discrepancies as needed
Complete Techmart P2P transactions and Fault Reporting System (FRS) PCard receipts associated with shipping activity
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
Process detector equipment shipments through the LIGO Inventory Control System (ICS) with accuracy and proper recordkeeping
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:

Assign asset tags and establish equipment records in the Document Control Center (DCC) and LIGO Property Control System (PCS) for all newly acquired assets
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
Administer equipment loans, transfers, trade-ins, exchanges, and retirements; ensure proper documentation and coordination with custodians and the P&L Manager
Oversee preventive maintenance schedules for capital equipment within FAMIS; generate, assign, and track work orders through to completion
Prepare and reconcile annual physical inventory reports; facilitate custodian verifications and maintain current off-site loan documentation
Assist the P&L Manager with leading physical inventory walk-throughs; manage findings resolution and ensure records reflect accurate outcomes
Administer property disposition processes including reutilization, transfers, and removals in full compliance with Caltech policy

CIT Facilities and Safety Coordination:

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
Develop and maintain a comprehensive inventory database for lab supplies, ensuring accurate location details and up-to-date stock records
Monitor supply levels for general lab supplies, cleanroom materials, and mechanical tools; coordinate procurement and routine replenishment to ensure uninterrupted availability
Conduct annual physical inventory of gas cylinders; coordinate procurement, oversee lease payment completion, and maintain all associated records
Conduct monthly walk-throughs of labs and common spaces to evaluate conditions, note maintenance needs, document findings, and facilitate timely issue resolution
Develop and manage preventive maintenance schedules for lab equipment; coordinate maintenance activities with lab owners and maintain thorough records
Provide logistical and operational support to engineering and operations teams, including planning and coordination of office and lab relocations
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
Prepare and update NFPA safety forms on an annual basis; maintain compliance documentation in coordination with the lab engineer and lab safety officer
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
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:

Maintain timely and accurate records across all core systems including FRS, Techmart, FAMIS, PCS, DCC, and ICS
Monitor and respond to communications across core systems and email within one business day; and provide consistent weekly task status updates in Trello
Serve as backup support for off-site locations (LHO and LLO) and the Site Administrator
Other duties as assigned

Basic Qualifications

Associate's degree in business, logistics, or a related field or equivalent years of experience
4 years of relevant, progressively responsible experience
Experience working with computerized maintenance management systems, property control systems, or equivalent asset management platforms
Strong organizational skills and the ability to manage multiple concurrent responsibilities with a high degree of accuracy and independence
Proficiency with standard office computing applications including Microsoft Office Suite and web-based platforms
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
Excellent written and verbal communication skills in English
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.
Willingness and ability to travel occasionally to LIGO observatory sites
Ability to work fully on-site in Pasadena, CA

Preferred Qualifications

Demonstrated experience with property management practices in a federally funded environment, including equipment lifecycle tracking, disposition, and audit support
Proficiency with shipping and receiving operations, including domestic freight and international shipments
Experience in an academic research institution or scientific laboratory environment
Familiarity with federal property regulations through an NSF cooperative award and management of equipment
Working knowledge of export control regulations and international shipping compliance
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
Familiarity with large-scale scientific collaborations or multi-site laboratory operations
Bilingual proficiency in English and Spanish, with the ability to communicate effectively in both languages in a professional setting

Required Documents

Cover letter explaining your interest in LIGO Lab and summarizing your work experience and what makes it relevant to this position
Resume

Hiring Range

$29.00 - $39.00 Per Hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu.

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.

About the Company

Caltech

Committed to providing best in class IT service, CalTech specializes in optimizing technology for financial institutions by designing unique business-aligned IT strategies. By creating an innovative IT environment within the organization, CalTech provides a flexible functionality and a competitive business advantage that yields positive outcomes. With over 25 years of experience in the financial industry, CalTech’s services and solutions are designed to increase a financial institution’s profitability, productivity, and efficiency while ensuring the security and prosperity of the business

COMPANY SIZE

50 to 99 employees

INDUSTRY

Computer/IT Services

FOUNDED

1988

WEBSITE

http://www.caltech.com

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