Senior Property and Logistics Administrator

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.
• Administer property disposition processes including reutilization, transfers, and removals in full compliance with Caltech policy.
• Absorb findings from physical inventory walk-throughs; manage findings resolution and ensure records reflect accurate outcomes.
• Assist the P&L Manager with leading physical inventory walk-throughs; manage findings resolution and ensure records reflect accurate outcomes.

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.
• 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.