Technical Writer (Pharma/Healthcare)

Role: Technical Writer (Pharma/Healthcare)

Location: Poland (Remote)

Permanent Position

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• Elimination of outdated or strikethrough content.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.