Promotional Review Coordinator

GRIFOLS, S.A.

About The Position

Would you like to join an international team working to improve the future of healthcare? Do you want to enhance the lives of millions of people? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions. Role Summary: We are seeking a detail-oriented Promotional Coordinator to manage the end-to-end routing, quality control, and meeting operations of our Promotional Review Committee (PRC) / Medical, Legal, and Regulatory (MLR) process using Veeva Vault PromoMats. This role ensures incoming marketing and medical materials are submission-ready, accurately tagged with required metadata, and efficiently routed to appropriate reviewers. The coordinator will schedule and facilitate weekly PRC/MLR meetings, prepare agendas and materials, capture decisions and action items, and track progress to approval, re-approval, and expiry. The position supports stakeholders across the US, Europe, and Asia and requires comfort working across time zones and cultures.

Requirements

Veeva Vault PromoMats: job creation, metadata tagging, routing, annotations, redlines, reference linking, version control, lifecycle states, and reporting.
PRC/MLR Meeting Facilitation: agenda building, time management, capturing decisions/actions, and driving to consensus.
Regulatory & Compliance Awareness: alignment to approved labeling; OPDP considerations; market-specific rules (e.g., EU member states).
Document Quality: proofing, consistency checks, and readiness for reviewer consumption; familiarity with automated proofreading tools is a plus.
Project Management: prioritization, SLA tracking, risk escalation, and stakeholder updates; familiarity with agency workflows.
Cross-cultural Communication: work effectively with global stakeholders; adjust communications for time zones and cultural expectations.
Data & Metrics: track cycle time, throughput, first-pass yield; generate dashboards for stakeholders; recommend process improvements.
Tools: Microsoft 365 (Teams, Outlook, Excel/SharePoint), Adobe Acrobat, and common agency file formats
2–3+ years coordinating PRC/MLR processes in pharma/biotech, medical devices, or healthcare marketing operations.
Hands-on experience with Veeva Vault PromoMats (submission workflows, routing, annotations, versioning, permissions).
Strong understanding of US FDA advertising and promotion principles (fair balance, on-label claims, ISI) and awareness of EU/market-specific considerations.
Demonstrated ability to manage multiple concurrent submissions and deadlines in a fast-paced environment.
Excellent organization, communication, and stakeholder management skills; confident meeting facilitation and note capture.
High attention to detail; proven quality-check mindset and comfort with metadata, taxonomies, and audit readiness.
Ability to work flexibly across US/EU/Asia time zones; culturally aware and collaborative.

Responsibilities

Intake & Triage: Review incoming jobs for completeness; verify correct tactic type, audience, lifecycle state, and required references/claims documentation.
Metadata & Quality Checks: Ensure required metadata fields (e.g., product, audience, channel, campaign, fair balance/ISI references) are complete and accurate prior to routing; perform version control checks and label alignment.
Routing & Workflow Management: Route materials to appropriate PRC/MLR reviewers (Medical, Regulatory, Legal; plus other SMEs as needed) via Veeva Vault PromoMats; monitor review cycles and escalate bottlenecks.
Meeting Operations: Plan, schedule, and facilitate weekly PRC/MLR meetings; build and circulate agendas; assemble annotated materials and reference packs; capture comments, decisions, and next steps; ensure timely incorporation of feedback.
Submission Readiness: Confirm annotated claims, references, fair balance, and required disclaimers are in place; perform final proofing prior to approval.
Lifecycle Tracking: Track progress, approvals, version histories, re-approvals, renewals, and expiry dates; initiate re-review cycles triggered by label updates or market-specific requirements.
Stakeholder Communication: Provide regular status updates, SLAs, and timelines to brand teams, agencies, and reviewers; manage expectations during peak volume; coordinate expedited reviews when needed.
Global Coordination: Support US and international stakeholders (Europe/Asia); align on local regulatory nuances; schedule meetings and communications across time zones; ensure global consistency while honoring local needs.
Systems & Data Stewardship: Maintain audit-ready documentation in PromoMats; uphold SOPs and business rules; support user training, access requests, role assignments, and minor configuration requests in partnership with system owners.
Metrics & Continuous Improvement: Monitor and report PRC/MLR KPIs (e.g., cycle time, meeting throughput, first-pass quality, rework); identify process improvements and contribute to best-practice decks and training.