Job Abstract

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.

Job Summary

The Facilities Stockroom Associate supports the Facilities Department through the handling and accurate tracking of stock parts and materials. Reporting to the Stockroom Supervisor, the Stockroom Associate is responsible for receiving, inventorying, storing, accounting for, and issuing material to make sure facilities needs are met and cost of goods are minimized. The Stockroom Associate ensures adequate levels of material and/or product inventories are maintained and communicates needs to supervisors or purchasing assistants. The position regularly interacts with internal customers, and functional peer groups such as Procurement, Facilities Purchasing, Facilities Finance, Accounts Payable and Shipping & Receiving. 

This is an Essential Reporting position. An employee designated as essential reporting has essential job skills that are needed for response and recovery and is expected to report to Campus as soon as possible.

Essential Job Duties

• Assist in maintaining an efficient and effective stockroom operation by following procedures to receive, inventory, store, track, kit and disburse all materials.
• Assist with organizing and maintaining warehouse and separate inventory areas for efficient material storage, handling, and labeling.
• Utilize inventory database to input or retrieve data and provide timely information to management.
• Remain current on inventory items to assist with the correct identification of parts and matching parts to material requests.
• Recommend adjustments of inventory levels considering historical usage and economic order quantities
• Monitor levels of inventory and recommend periodic order purchasing to replenish stocks.
• Identify and assist with timely disposition of slow moving and obsolete inventory in stockroom.
• Participate in monthly and annual stockroom inventory.
• Process returns, over-shipments, and cancellations.
• Receive orders from vendors and assist Facilities Purchasing with the verification of receipt of materials and approval invoices for payment by keeping accurate records of all shipments, purchase orders, packing slips, invoices, receipts, and related shipping documents.
• Process and prioritize material requests as required, fulfill orders and kit parts orders by job.
• Pack and prepare materials for shipment.
• Submit stock material requests from reorder generator.
• Maintain excellent customer service by providing clear, concise, and timely communication with customers and suppliers regarding the status of material requests, kitting and order fulfillment and any changes to expected specifications.
• Ensure a safe stockroom by following all safety guidelines, participating in relevant training and maintaining familiarity with Material Safety Data Sheets (MSDS).
• Maintain fluency in all software systems including integrated work management (AiM).
• Assist with maintaining data to support benchmarking and performance metrics.
• Perform other projects and/or duties as assigned.

Basic Qualifications

• Minimum of 3 years of relevant work experience.
• Demonstrated proficiency in electronic inventory management systems and Microsoft Office applications.
• Exceptional customer service attitude, skills, and willingness to meet high expectations.
• Ability to follow standard processes while solving both routine and complex problems.
• Excellent organization skills and ability to handle multiple tasks simultaneously and prioritize daily job requirements.
• Self-driven with high attention to detail and strong follow through skills.
• Excellent interpersonal and written communication skills.
• Ability to work in an office setting with occasional exposure to industrial operations (temperatures, noise, etc.).
• Ability to lift 50 lbs. as part of ordering receiving stock replenishment.
• General knowledge of standard safety practices and procedures relating to warehouse operations and equipment.

Preferred Qualifications

• College degree at associate’s level.
• Experience in inventory management, storekeeping, or stockroom operations for a facilities operation or an organization dealing with mechanical, electrical, and plumbing materials.
• Knowledge of and experience with AiM software.
• OSHA required forklift certification and experience using material handling equipment.

Required Documents

• Resume