Property and Logistics Administrator

Found in: beBee jobs US - 1 week ago

Pasadena, California, United States California Institute of Technology Full time

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 a temporary, in-person role located in Livingston, LA.

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 at

Job Summary

Join the dynamic LIGO P&L (Property and Logistics) team and play a pivotal role in the daily operations of the Livingston Observatory. As a Property and Logistics Administrator, you'll be entrusted with making impactful independent decisions to optimize resources, enhance productivity, and minimize risks. Your responsibilities will encompass managing property, processing daily shipping and receiving requests, and handling various physical tasks, including lifting and moving items weighing 30 pounds or more. If you're known for your detail-oriented and organized approach and thrive in a dynamic environment, this role in property and logistics management at LIGO is the perfect fit for you. Join us and contribute to our pioneering scientific endeavors, making a real difference.

Here's a summarized overview of the day-to-day job duties:

Equipment Management:

  • Oversee equipment identification and tagging for lifecycle tracking
  • Manage property tags, records, and database entries for inventory tracking
  • Coordinate equipment receipt, identification, and placement with the Property Manager

Equipment Maintenance and Movement:

  • Handle equipment loans, transfers, and approvals
  • Maintain asset records and schedules
  • Assist in annual maintenance reporting

Annual Inventory and Audits:

  • Provide inventory reports and reconcile discrepancies
  • Oversee custodian verifications and physical audits
  • Monitor and update property records
  • Process documentation for inactive equipment.

Property Dispositions:

  • Handle property dispositions and related documentation
  • Process approved trade-ins and document records
  • Organize physical possession, labeling, and storage
  • Create and complete required forms and files
  • Monitor approvals and process documentation

Shipping & Receiving:

  • Organize shipping and receiving areas and supplies
  • Process shipping requests, including specialty, hazardous, and international shipments
  • Manage detector equipment shipments and labels
  • Identify and document damaged goods
  • Handle packing slips and Techmart P2P receipts

Other Responsibilities:

  • Maintain storage spaces through annual cleanup and reorganization
  • Provide backup support to Property & Logistics representatives at other locations
  • Assist the Site Administrator as needed
  • Support Engineering group with special projects
  • Assist Operations Manager in maintaining systems through data entry and tracking

Basic Qualifications

  • An Associate's degree in Business or related field, or 5 years or equivalent experience
  • 3+ years of related work experience
  • The candidate must have excellent organizational skills, a high level of initiative, the ability to work in a collaborative environment and maintain a professional demeanor
  • Must be proficient with standard office computing applications (e.g., Word, Excel, and web applications)
  • Must have good communication skills written and verbal and be able to communicate with people who have a broad range of backgrounds and skills
  • Must have an aptitude and enthusiasm to learn new skills, and to assist and train others
  • Must have strong time management skills and the ability to prioritize
  • Must have experience in a safety conscious environment and willingness to follow instructions and safety protocols as directed
  • Must be dependable, flexible, and punctual
  • Must have a valid driver's license at the start of employment and maintain it throughout the course of employment
  • Must have the ability to lift 30 or more lbs.

Preferred Qualifications

  • Administrative experience in an academic or laboratory setting
  • Proven ability to work effectively within a team
  • Proficiency in government property management and inventory control
  • Strong familiarity with FedEx, UPS, and domestic/international shipping processes
  • Forklift certification and hands-on experience operating a standing forklift

Required Documents

  • Resume
  • Cover letter summarizing your relevant experience and your interest in LIGO Lab

View or Apply

To help us track our recruitment effort, please indicate in your email – cover/motivation letter where ) you saw this job posting.

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