Senior Property and Logistics Administrator

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Job Summary

Direct and manage comprehensive property and logistics operations including the development and implementation of protocols for receiving, identifying, tracking, maintaining, inventorying, and dispositioning property at the Hanford Observatory. Oversee complex shipping and receiving operations for handling sensitive scientific equipment and coordinating multi-site transportation requirements.

As a senior member of the LIGO P&L (Property & Logistics) team, provides strategic leadership in property management and logistics operations for the Hanford Observatory, while implementing standardized procedures that strengthen operational efficiency across all LIGO Laboratory sites. Serves as a key resource for P&L operations, providing expertise and guidance to ensure consistent practices across the LIGO Laboratory.

Essential Job Duties

Equipment Receiving and Identification

• Oversees and directs the complete equipment lifecycle tracking process from receipt through disposition.
• Implements procedures for TechMart equipment screening and approval process
• Manages the property identification and tagging protocols.
• Completes the processing and documenting of equipment information to Property Services
• Creates and maintains property records in the LIGO Property Control System database.
• Directs the notification process to Property Manager for Caltech Oracle Asset recording.
• Implement quality control measures for property documentation and file management.

Equipment Movement and Maintenance

• Oversees equipment loan processes and procedures.
• Manage property transfers and ensure accuracy of documentation.
• Directs equipment status updates and communications with Property Manager.
• Establishes and maintains comprehensive asset records in FAMIS.
• Creates and oversees Preventive Maintenance schedules for capital equipment.
• Implement annual maintenance reporting procedures.

Annual Physical Inventory

• Directs and manages comprehensive physical inventory processes for capital and sensitive equipment.
• Develop inventory reconciliation procedures between Property Control System and Equipment Tracking System
• Oversees custodian verification processes and implement improvements.
• Establishes protocols for disposition record management and closeout.
• Directs annual off-site loan documentation processes.
• Manages disposition documentation and approval processes.
• Implement procedures for historical PC, laptop, and tablet inventory record maintenance.

Property Dispositions

• Implement comprehensive property disposition procedures for the observatory.
• Directs regular facility walk-throughs to proactively identify and manage inactive equipment.
• Establishes protocols for equipment identification and documentation requirements.
• Implements and oversees trade-in, exchange, and return merchandise authorization documentation processes in TechMart and LIGO's Fault Reporting System
• Develop procedures for physical control and storage of property pending disposition.
• Creates and manages laboratory-wide property reutilization processes.
• Manages and tracks GSA and NSF approval processes and ensures timely completion.
• Directs the physical removal process for disposed property.
• Establishes documentation standards for disposition files.
• Manages communication protocols with Property Manager for Oracle Asset recording.

Capital and Sensitive Equipment Audits

• Implements audit coordination procedures with Caltech Property Services
• Creates and manages reconciliation processes between physical data and Property Control System
• Establishes protocols for audit preparation and execution.
• Directs physical inventory walk-throughs and implements improvements to audit processes.
• Provides strategic guidance for property custodians on audit findings resolution.
• Assists LIGO Property Manager with audit findings and resolution.

Shipping & Receiving

• Develop and implement strategic organization systems for shipping/receiving areas.
• Creates and manages supply inventory control.
• Manages procedures for processing complex shipping requests including hazardous and international shipments.
• Implement tracking protocols in the Inventory Control System for detector equipment.
• Develop carrier relationships and shipping protocols for the Hanford Observatory
• Creates and oversees freight handling procedures for sensitive equipment.
• Carrys out damage inspection and reporting protocols
• Manages quality control processes for receiving documentation.
• Directs site-to-site shipping procedures for fabricated parts.

Other Responsibilities

• Provides strategic oversight and backup support for Property & Logistics operations across all LIGO locations. This may include traveling to other sites.
• Develop and implement laboratory storage management systems.
• Creates and manages facilities cleaning supply inventory protocols.
• Manages FTIR kit protocols including documentation, preparation, and shipping procedures.
• Provides strategic support for LIGO event planning.
• Manages and tracks monthly FAMIS maintenance schedules, ensuring timely closure and follow-up with custodians.
• Coordinates and executes annual inventory of 3IFO shipping containers, ensuring accurate documentation, and tracking.
• Provides logistics support for engineering projects, leveraging hands-on technical laboratory experience.
• Assists Facilities staff with vehicle maintenance coordination, fuel management, and supply inventory.
• Manages and maintains laboratory PO Box operations.
• Processes and tracks recycling vendor payments and documentation.

Basic Qualifications

• An Associate's degree in Business or related field, or 5 years of equivalent experience.
• 5+ 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 have a valid driver's license at the start of employment and maintain it throughout the course of employment. Must be eligible and be able to adhere to the Institute's Motor Vehicle policy.
• Must have the ability to lift up to 20 lbs.
• Must be dependable, flexible, and punctual.

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