Technical Writer

W3Global; Poland; On-site; PLN 60,000 - 90,000; Full time

Job summary

W3Global is seeking a detail-oriented Document Management Specialist to maintain templates in Veeva and Google Drive, ensuring access to the latest versions and accuracy across documents.

You will lead stakeholder reviews, perform pre-upload quality control, and manage onboarding/offboarding documentation while supporting governance of internal communications and training materials. Experience with Veeva or similar DMS and strong formatting attention are required.

Qualifications

• Strong document management and quality control skills.
• Experience 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.

Responsibilities

• 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footer accuracy; Table formatting and visual consistency; Removal of unnecessary comments and markups; Elimination of outdated or strikethrough content.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.
• 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.

Skills

Document management

Quality control

Veeva experience

Organizational skills

Project coordination

Attention to detail

Stakeholder management

Microsoft Office

Google Workspace

Communication skills

Tools

Veeva

Google Drive

G-Suite

MS Office

Job description

• 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.
• 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.
  

Key Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.