Role - Technical Writer
Location - Remote, Poland
Type - Permanent (UoP)
Job Description:
Key Responsibilities
1. Document Management & Governance
- Maintain and manage current document templates in Veeva and Google Drive.
- Ensure all team members are informed about template locations and have access to the latest approved versions.
- Verify the accuracy and completeness of document templates.
- Ensure all new documents are created using the most current approved templates.
- Coordinate document reviews with all required stakeholders before submission.
- Perform quality control reviews prior to Veeva upload, including:
- Font type, size, and color consistency.
- Page numbering and document formatting.
- Header and footer accuracy.
- Table formatting and visual consistency.
- Removal of unnecessary comments and markups.
- Elimination of outdated or strikethrough content.
- Follow up with document authors to clarify missing, incomplete, or questionable information.
- Initiate and manage document approval workflows in Veeva.
- Upload documentation and assign appropriate reviewers and approvers.
- Communicate with stakeholders to ensure timely document reviews and approvals.
- Provide support and guidance for Veeva access and workflow-related issues.
- Organize meetings to discuss document-related concerns and drive resolution.
- Maintain and update onboarding documentation and related records.
2. Onboarding & Offboarding Management
- Manage end-to-end onboarding processes for new team members.
- Prepare and send welcome communications.
- Share onboarding documentation and resources.
- Schedule and facilitate onboarding sessions.
- Coordinate access provisioning to systems, tools, shared folders, and distribution lists.
- Request required curriculum and training assignments.
- Track onboarding activities and completion status using onboarding trackers.
- Provide guidance and support to new joiners during their first month.
Offboarding Activities
- Support employee offboarding processes.
- Remove departing employees from distribution lists and communication groups.
- Coordinate removal of access from applicable tools and systems.
- Update team files, governance documents, and access records.
- Maintain accurate onboarding and offboarding documentation.
3. Distribution List (DL) Management
- Serve as owner and administrator for team distribution lists.
- Add or remove members as required.
- Review team allocations and organizational changes.
- Ensure distribution lists accurately reflect team structures and project assignments.
4. GSite Content Administration
- Maintain and update GSite content as requested.
- Update team information during onboarding and offboarding activities.
- Ensure website content remains accurate, current, and relevant.
5. Internal Communications & Newsletter Management
- Coordinate the newsletter process.
- Collect and consolidate content from stakeholders.
- Publish newsletters using the Company Newsletter Tool.
- Update related information session materials and presentation slides.
- Support internal communication initiatives across the organization.
6. Visual Design Coordination
- Collaborate with the Visual Design Team to support content development activities.
- Assist team members in preparing storyboards.
- Share animation and video plans with design teams.
- Track project progress and facilitate communication between stakeholders.
7. Webcast Channel Administration
- Maintain webcast-related trackers and records.
- Upload recordings and video content to designated webcast channels.
- Monitor channel content and compliance.
- Coordinate annual renewal and extension requests for webcast channels.
8. Training Support
- Provide support to the Training Manager when required.
- Assist in the creation and management of training materials using Synthesia.
- Support training deployment and related administrative activities.
Required Skills & Competencies
- Strong document management and quality control skills.
- Experience working with Veeva or similar document management systems.
- Excellent organizational and project coordination abilities.
- Strong attention to detail and formatting accuracy.
- Effective stakeholder management and communication skills.
- Experience managing onboarding and offboarding processes.
- Ability to coordinate multiple activities simultaneously and meet deadlines.
- Proficiency in Microsoft Office, Google Workspace, and collaboration tools.
- Strong problem-solving and customer-service mindset.
Preferred Qualifications
- Experience in regulated environments (pharmaceutical, healthcare, life sciences, or related industries).
- Knowledge of document governance and approval workflows.
- Experience with content management systems, newsletters, training platforms, and collaboration tools.
- Familiarity with Veeva, Synthesia, Webcast, and related enterprise systems.
