ASSISTANT MANAGER/BOOKKEEPER

REPORTS TO: COMMUNITY MANAGER

OVERVIEW: Retention, Management, Sales, Vendor Relations, Budgets & Customer Service

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but are not limited to the job specifications contained herein. Additional duties or job functions that can be performed safely may be required as deemed necessary by supervisory personnel.

The Assistant Manager is a vital role in the community. This position is responsible for assisting reports and collection of rents. The Assistant Manager provides quality customer service to the apartment community. This position is responsible for insuring the efficient financial and administrative operation of the Community under the direction of the Community Manager.

 MAJOR JOB FUNCTIONS

1. General Office Duties

• Operate as acting Community Manager in the absence of the Community Manager.
• Assist the Community Manager in interviewing, screening, hiring and training of any Potential employee for all positions.
• Assist the Community Manager in orientation, training and scheduling of all office Personnel.
• Complete file audits to reviews/approve applications
• Create pricing for renewal rates; maintains final approval from Community Manager

2. Administrative

• Assist with all reports including posting rents, collecting delinquent rent, filing evictions, posting bills and handling lease renewals. Manage Accounts Receivable, Accounts Payable and Budgets.
• Assist with creative ideas on how to generate traffic and obtain resident retention.
• Lease apartments that are currently vacant or will be in the future. Secure lease renewals from existing residents. Ensure the community generates a satisfactory cash flow. See Community Leasing below.
• Balance all resident ledgers and reports. Make daily deposits to the bank.
• Verify status of vacant units to confirm that all units are ready to lease and inspect all pre-leased apartments prior to the resident’s scheduled move-in.
• Other functions as necessary.

3. Maintenance

• Responsible for insuring efficient and courteous response to all resident requests with follow-up calls and excellent customer service.
• Route any service requests needed to the maintenance team and monitor resident satisfaction in person or through follow-up calls. Pick up litter on the Community and report any needs to maintenance team.

4. Resident Relations

• Residents may call or visit in person and will require the Assistant Manager to listen respectfully to their requests, complaints and comments.
• Respond accordingly to rectify the situation after discussing with the Community Manager when required.  Ensure consistency with Residents on all matters.
• Enforce Community Policies.

5. Community Leasing

• Greet prospects and determine needs and wants.   Complete guest card.
• Tour Community by showing model or ready vacant apartments.   Highlight amenities (i.e., pool, clubhouse and fitness center) and close the sale.  Have prospect complete all application paperwork and secure deposit and application fee.  Update Weekly Activity Status Report.
• Obtain required information to process applications for approval (i.e., credit check, rental history and employment verification). 
• Once approved by Community Manager, type lease and applicable addendums.  Insure apartment is ready for move-in on agreed date.
• Follow up on prospects unable to close (i.e., phone calls, thank you notes and e-mails) attempt to close sale again.  If not viable prospect for our community, work to send the prospect to a sister Community to meet their needs without losing them to a competitor.
• Secure new resident signature(s) on appropriate paperwork prior to move-in.  Update WASR.
• Review and orient new residents to the community’s specific rules, regulations and policies.
• Monitor Renewals.  Distribute and follow-up on renewals on a daily basis until finalized.
• Write and distribute resident notices as needed.
• Assistant Managers may be required to assist in special projects or activities designated by the company. This may include due diligence, Community acquisition/disposition, and serving on or participating in company sponsored functions.

This job description is not an all-inclusive list of functions and tasks.

Qualifications

3+ years of multifamily property management experience, including regional or multi-site oversight

Demonstrated success in improving property performance and team leadership

Highly proficient computer skill including MS Word, Excel, Outlook and PowerPoint

Entrata and EliseAI experience preferred

Professional certifications (CAM, CAPS, CPM) preferred

Why Join Quest

At Quest, we invest in our people—because when our team members succeed, our communities thrive. We offer:

Comprehensive Health Coverage – Medical, dental, and vision insurance

Paid Time Off – 128 hours annually

Accrued Sick Leave – 5 days per year

13 Paid Holidays – Plus your birthday off as your personal holiday

401(k) with Company Match – up to 5% employer match

Professional Development – Ongoing training, education reimbursement, mentorship, and growth opportunities

Employee Recognition Programs – Celebrating performance and innovation at every level

A values-driven culture that emphasizes growth, integrity, and collaboration

About Quest Management Group

Quest Management Group is more than just a property management company—we’re community builders. We believe in creating places our residents are proud to call home and fostering a workplace where our team members can grow and thrive.

Guided by our core values of Innovation, Integrity, and Inspiration, we take a people-first approach to property management—prioritizing smart solutions, exceptional service, and a collaborative, accountable culture. Our corporate office is located in Owings Mills, Maryland.