Veeva Document & Onboarding Coordinator

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footer accuracy; Table formatting and visual consistency; Removal of unnecessary comments and markups; Elimination of outdated or strikethrough content.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

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.