Senior Property and Logistics Administrator

LIGO Laboratory Property And Logistics Administrator

LIGO Laboratory seeks a highly motivated and skilled Property and Logistics Administrator to join its team.

This position is located in Pasadena, California.

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.

• 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

• 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

• 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,…