Property and Logistics Administrator

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Job Summary

LIGO Laboratory (the Laser Interferometer Gravitational-wave Observatory) seeks a highly motivated and skilledProperty and Logistics Administrator(temporary) to join its team.

This position is located in Livingston, LA.

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.

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 www.ligo.caltech.edu

Essential 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.
• Safely manage the physical movement and handling of heavy scientific equipment.

Shipping & Receiving:

• Organize shipping and receiving areas and supplies.
• Utilize forklift skills and proper lifting techniques to transport pallets and crates weighing up to several hundred pounds.
• 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.
• Other duties as assigned.

Basic Qualifications

• An Associate's degree in Business or related field, or two years' relevant work experience in lieu of the degree.
• Three 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 pounds.

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.