Alliance Automotive Group UK & Ireland is a leading distributor of passenger and commercial vehicle parts to motor factors, garages, franchise networks and public services throughout the UK and Ireland. Our strategically designed network, supported by acquisitions, positions us as a market leader in providing automotive parts distribution services to the aftermarket.
Supported by a top-tier logistics network comprising over 300 local stores, 20 Regional Distribution Centres, our state-of-the-art 1 million square foot National Distribution Centre, and a workforce of over 6,000 colleagues, our business model prioritises maintaining an extensive and readily available product range to uphold the quality of our service offerings.
The Documentation Coordinator is a pivotal role within the Technical & Quality Centre, ensuring that technical findings are transformed into clear, accurate, and professionally presented customer-facing documentation. Acting as the bridge between hands-on inspectors and customers, this position ensures every warranty case is documented thoroughly, communicated diplomatically, and processed efficiently from intake to final decision.
Working closely with Quality Product Analysis Specialists, the Documentation Coordinator refines raw inspection notes, test data, and digital evidence into comprehensive, grammatically precise reports that clearly explain root cause findings and warranty outcomes. This role ensures that each case file is complete, compliant, and supported by properly organised photographic and test evidence.
Beyond documentation, the position manages the full claim lifecycle—tracking deadlines, maintaining organised digital records, and ensuring no step in the process is missed. As the first point of contact for technical queries, the coordinator communicates findings to customers in a professional and balanced manner, particularly in sensitive situations such as warranty denials. Strong diplomacy and conflict resolution skills are essential to protect both company integrity and long-term customer relationships.
The role also contributes to continuous improvement by maintaining failure trend tracking systems, identifying patterns in recurring defects, and supporting data-driven quality insights. Combining technical literacy, document control expertise, and process discipline, the Documentation Coordinator ensures that every claim is handled with precision, professionalism, and accountability.
This position is ideal for a detail-oriented professional with automotive industry familiarity who thrives in structured environments and excels at translating complex technical information into clear, customer-focused communication.
Location: NDC Rotherham
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Core Responsibilities
* Report Refinement: Take the raw notes, photos, and test data from the inspectors and compile them into professional, grammatically correct, and "bulletproof" customer reports.
* Evidence Management: Organise and archive high-resolution digital evidence (photos, videos of test bench runs, and sensor logs) for every claim.
* Workflow Management: Track the "lifecycle" of a part from the moment it arrives for inspection to the final warranty decision, ensuring deadlines are met.
* Customer Communication: Act as the first point of contact for technical queries, explaining the "Root Cause" findings to customers over the phone or email.
* Data Analysis: Maintain a "Failure Trend Tracker" (e.g., in Excel or a CRM) to identify if a specific batch of parts is seeing a spike in similar faults.
Required Skills (Hard Skills)
* Technical Literacy: Must understand automotive terminology. Doesn't need to be a mechanic, but must know the difference between "axial play" and "oil starvation" to write accurately.
* Advanced Document Control: Expertise in PDF management, digital signatures, and cloud-based filing (SharePoint, Google Workspace, or dedicated Warranty Software).
* Case Management: Experience using CRM systems to log interactions.
* Image Editing: Basic ability to crop and label photos (e.g., "Figure 1: Close up of damaged compressor wheel") to make reports clear.
Character Qualities (Soft Skills)
* The "Filter" (Diplomacy): Inspectors are often blunt. This person must be able to deliver a "Warranty Denied" message in a way that is firm but doesn't lose the customer's future business.
* High Attention to Detail: They are the final set of eyes. They must catch a wrong serial number or a typo before the document is sent.
* Process-Driven: They should enjoy creating and following checklists to ensure no step in the inspection process is skipped.
* Conflict Resolution: Ability to handle difficult phone calls from disgruntled customers whose claims were rejected.
Desired Experience
* Experience in an Automotive Service Advisor role, Insurance Claims Adjusting, or Technical Parts Sales.
Physical Requirements
* Capacity to safely handle heavy components (e.g., alternators, brake discs) and stand for extended periods in a workshop or laboratory environment.
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Alliance Automotive Group is an equal opportunities employer.