Senior Property and Logistics Administrator

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:(Use the "Apply for this Job" box below).

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…