Shahanaj Patel

Results-oriented strategic Administration leader with 18+ years of experience managing Corporate Administration, Facilities, Real Estate, Workplace Services, Infrastructure Projects, Vendor Management, Budget Management, Travel Operations, Security, Compliance, and Corporate Services. Demonstrated success in delivering scalable operations, optimizing costs, implementing governance frameworks, and leading high-performing teams to support business growth across multi-location environments.

Freelance-Administration Consultant (2025-08 – Present)

Manager-Administration, Facilities and Travel at ENGIE Energy India Pvt Ltd (2023 – 2025)

Reports to India Management with dotted line reporting to Dubai Office

• Provide executive leadership for a Pune-based Global Capability Center (GCC), ensuring strategic, operational, and cultural alignment with global headquarters across France and multiple international locations Built shared services model
• Serve as the primary interface between India GCC leadership and global stakeholders, enabling governance, alignment, and execution across distributed teams and time zones
• Lead the design and implementation of future-ready workplace strategies, integrating employee experience, digital enablement, sustainability, and innovation
• Oversee physical security, access control, surveillance, emergency response, risk assessments and business continuity
• Drive strategic vendor partnerships, contract negotiations, SLA management, and performance optimization aligned to cost efficiency and ESG objectives
• Coordinate statutory, ISO, internal, external and customer audits ensuring regulatory compliance
• Translate global enterprise strategy into localized operational roadmaps, ensuring agility, scalability, and consistent execution
• Develop, review and implement administration policies, governance frameworks and SOPs
• Represent the organization at global technology forums, leadership summits, executive briefings, and high-profile internal and external events across India and other locations
• Lead facility expansion, renovation, infrastructure improvement, fit-outs and office relocation projects
• Oversee end-to-end workplace operations, including facilities management, real estate strategy, vendor governance, and service delivery across premium office environments
• Manage housekeeping, cafeteria, transportation, utility services and workplace support functions
• Ensure optimum utilization, maintenance and upkeep of office and site infrastructure
• Oversee end-to-end administration and facility management across corporate offices, manufacturing plants, project sites, warehouses and O&M locations
• Lead People & Culture initiatives supporting global executives, expats, and visiting leadership, delivering a consistent, high-quality executive experience
• Build and sustain a strong organizational culture aligned with global values, leadership behaviors, and brand standards
• Manage complex stakeholder ecosystems across departments like HR, Legal, Finance, Engineering, IT, Security, Projects, and Executive Leadership
• Provide crisis leadership and decision-making for operational, reputational, and business continuity scenarios
• Leverage workplace analytics, performance metrics, and dashboards to drive continuous improvement and data-driven executive decisions
• Ensure compliance with global policies, regional regulations, and corporate governance frameworks
• Green Building / BMS / STP / OWC / MEP: Led end-to-end governance of sustainable building infrastructure and MEP operations, including BMS, HVAC, DG, electrical systems, STP, waste-management systems and critical utilities, ensuring uptime, preventive maintenance, statutory compliance and operational resilience.
• Drove green building and resource-efficiency initiatives covering energy optimization, water conservation, waste reduction, smart building controls and ESG compliance across corporate workplace infrastructure.
• Managed specialist IFM and engineering partners for BMS/MEP/STP operations, establishing SLAs, KPIs, preventive-maintenance schedules, incident escalation mechanisms and performance reviews.
• Monitored energy, water and critical infrastructure performance, identifying consumption trends, operational inefficiencies and cost-optimization opportunities while maintaining employee experience and facility reliability.
• Integrated sustainability, EHS, green-building and environmental compliance requirements into new office projects, facility upgrades, infrastructure improvements and ongoing workplace operations.
• Own GCC vendor strategy across workplace, facilities, real estate, and professional services
• Lead strategic partnerships, commercial negotiations, and contract governance
• Define and govern SLAs, KPIs, and performance review frameworks
• Drive cost optimization, innovation, and ESG compliance through vendors
• Manage end-to-end vendor lifecycle, strategic sourcing, contract negotiations, SLA governance and procurement compliance
• Manage multi-vendor ecosystems and critical service integrations
• Oversee vendor risk, compliance, and business continuity planning
• Lead executive-level escalations and performance reviews
• Track all Administration and Travel expenses vs budget and ensure timely reporting of MIS for all stakeholders
• Ensure timely reporting of relevant MIS to region
• Safeguard accurate reporting of Incidents (if any) in Office
• Establish and manage corporate travel policies, travel operations and mobility programs
• Partner with HR leadership to align GCC people operations with global policies and workforce strategy
• Oversee compliance with local labor laws, global HR policies, and corporate governance standards
• Support global mobility, expat compliance, and cross-border workforce requirements
• Enable performance management, succession planning, and leadership readiness initiatives
• Manage workforce risk, audits, and regulatory adherence across GCC operations
• Act as an escalation point for sensitive employee relations and compliance matters
• Lead ESG alignment across GCC operations, integrating sustainability, ethical sourcing, and responsible workplace practices
• Oversee HSE governance, policies, and compliance with local regulations and global standards
• Drive sustainability initiatives including energy efficiency, waste reduction, and green workplace programs
• Partner with vendors and internal teams to ensure ESG and HSE compliance across operations
• Monitor risk, audits, and incident management to maintain safe, compliant workplaces
• Own global travel and mobility strategy for executives, expats, and GCC leadership
• Oversee end-to-end executive travel, visas, security, and high-impact itineraries
• Lead global mobility programs including expat on boarding, relocation, and assignment management
• Partner with HR, Security, Legal, and Finance to ensure compliance and risk governance
• Optimize travel spend, vendor contracts, and service quality through governance and analytics
• Ensure seamless executive experience across international travel, events, and cross-border engagements
• Lead and develop multifunctional GCC teams across workplace, operations, and support functions
• Set performance goals, drive accountability, and enable high-performing teams
• Foster a culture of collaboration, ownership, and continuous improvement
• Enable cross-functional alignment across global and regional teams

Assistant Manager Administration at Sprng Energy Pvt. Ltd. (A Shell Group) (2019 – 2022)

Reports to CEO and HR Head

• Maintains administrative staff by recruiting, selecting, orienting, and training employees
• Supervises clerical and administrative personnel by communicating job expectations, appraising job results, and disciplining employees
• Initiates and coordinates goals, deadlines, and projects for their department
• Develops and implements policies and procedures to improve operations and function of the department
• Monitors and procures needed supplies for office, reception, mailroom, and Canteen/Cafeteria
• Ensures a safe, secure, and well-maintained facility that meets Environmental, Health, and Security Standards
• Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems
• Completed Major Projects at country level. Lead and manage install operations team in the effective adoption, implementation and compliance with HBS Global Major Projects and APAC policies, processes, procedures, tools and business best practices
• Managed administrative functions and ensure compliance with safety and security protocols to protect site personnel and assets, supporting smooth and safe site operations
• Experience in setting up of new office locations, be responsible for the new office set up and make any relevant improvements or changes as and where necessary. Obtaining all the licenses from government bodies. Managing all approvals from stakeholders
• Plan and execute all aspects of the company-wide events on-site and off-site
• Partnered with the HR team to support initiatives such as volunteering, employee resource group programs, and sustainability and implementing new products, services and improved operations practices
• To implement Stability strategies, Growth strategies, and Retrenchment strategies by managing the portfolio of the initiatives evaluation
• Identifying, developing and managing vendors
• Preparing and monitoring Service Level Agreements, managing Annual Maintenance Contracts pertaining to upkeep of office facilities, equipment and ensuring compliance with the terms of the contracts
• Ensuring security systems viz; access control systems for firm members, contractual staff & visitors to the premises and material movement
• Managing high standards in areas of housekeeping management, ensure shortest turnaround time to deal with equipment downtime, repairs & maintenance
• Developing, implementing & monitoring site specific facility standards & processes (e.g. emergency procedures, facility initiatives, security standards) as necessary
• Interfacing with external regulatory authorities, legal, police, electricity departments, telephone department and other government authorities
• Developing and managing travel team and ensured cost effective travel programs
• Managing company’s strategic approach to travel (travel policy)
• Coordinating with the team for smooth functioning of day-to-day operation of the corporate travel program, negotiations with all vendors, traveler safety & security, credit-card management and travel & expenses data management

Executive Assistant to Finance Director at Kohler India Corporation Pvt. Ltd. (2016 – 2018)

Administration at Prodair Air Products India Pvt. Ltd. (2012 – 2015)

Executive Assistant to Managing Director at FRANKE FABER India Ltd. (2010 – 2011)

MBA – Shivaji University, Kolhapur (2012)

T.Y.B.COM – Mumbai University (2006)