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Live in a condominium? Know the 10 duties of your manager

21 JUNI 2024
Onderwerpen
Mercado Imobiliário Comprar Casa em Portugal Inquilinos Portugal Gestão Condominios Dividas Condomínio Despesas Finanças Proprietários
Be aware of the responsibilities and duties of a condominium administrator.
Live in a condominium? Know the 10 duties of your manager
Source: Unsplash
Author: Redaction

A condominium manager or administrator is someone with a lot of responsibility, leading the representation of all residents of a building. Assuming this role requires, thus, a comprehensive set of skills and knowledge, because more than a mere manager, the person responsible for managing the condominium must ensure the safety, harmony and well-being of the building.

If you are thinking of taking this position or moving to a house with this management system, we let you know the main duties of this person, clarifying your doubts in this regard.

Get to know the 10 duties of your condominium manager


1. Convene and preside over assemblies
2. Drawing up and implementing budgets
3. Administer condominium bills and issue receipts
4. Ensuring the conservation and maintenance of common areas
5. Charges the condominium quotas
6. Represent the condominium
7. Comply with legal regulations and keep up to date on them
8. Intervene in any emergency situation that arises
9. Administering a reserve fund
10. Informing and clarifying joint-owners about notifications targeting the condominium

We now explain to you what each of the duties consists of.

1. Convene and preside over assemblies

In this first duty, the condominium administrator is responsible for convening the ordinary and extraordinary meetings that take place in the condominium, as stipulated by the legislation in force. Calls must be made at least 15 days in advance and contain an agenda.

In addition to this responsibility, the Administrator shall also be responsible for chairing the Assemblies as a representative, ensuring the proper functioning of the Meeting and ensuring that all items on the agenda are discussed, mediating debates and ensuring order and compliance with the bylaws.

2. Drawing up and implementing budgets

Together with the fiscal council, it is the administrator who must prepare the annual budget of the condominium, in which he must ensure the needs and contributions of the building and the residents, detailing revenues and expenses planned for the year.

Once approved, it is also up to the administrator to execute the proposals established in the budget, seeking the optimization of resources and the financial viability of the condominium.

3. Administer condominium bills and issue receipts

All income and expenses of the condominium must be ensured by the administrator, in an organized and transparent manner. This includes the issuance of receipts to residents, which prove the payment of condominium fees.

In this way, it is also responsible for opening the bank accounts of the condominium and their movement, following the guidelines of the decisions taken in the joint owners' meeting.

4. Ensuring the conservation and maintenance of common areas

The zeal for the conservation and maintenance of common areas lies with the condominium administrator, who must ensure the preventive maintenance of areas such as electrical, hydraulic, structural and safety installations, to safeguard the preservation of the property heritage and avoid future problems that require larger investments.

5. Charges the condominium quotas

The condominium administrator is responsible for notifying residents who have quotas in arrears, seeking to do so through dialogue and amicable resolution of pending issues. In cases of persistent non-compliance, the administrator may take legal action to collect the arrears.



6. Represent the condominium

The condominium manager is the main representative, both in lawsuits and in defense of the condominium’s interests in hearings and processes. Thus, it is up to you to represent in any lawsuits as a defendant, but also in negotiations with suppliers and service providers, seeking the best conditions for the condominium.

In the negotiation of services are included requests for budgets, comparison of proposals and negotiation of prices and deadlines.

7. Comply with legal regulations and keep up to date on them

The administrator has the obligation to keep up to date on laws and regulations governing condominiums, namely the Civil Code and other relevant legislation, ensuring compliance with them before residents.

8. Intervene in any emergency situation that arises

In case of emergency situations in the condominium, such as fires, floods or serious problems in the premises, the administrator must act quickly and responsibly. This includes taking the immediate measures necessary to ensure the safety of residents and minimising damage to property.

In these situations, it is also up to the administrator to keep residents informed, transmitting information in a clear, objective and reassuring way. It is important to maintain an open communication channel to answer questions and provide assistance to residents.

9. Administering a reserve fund

The administration of the condominium reserve fund, intended for investment in works and major remodeling in the condominium, must be ensured by the administrator, who must submit periodic reports to residents on the situation of the reserve fund. In these reports, you must detail investment and expenses incurred, maintaining transparency with the owners.

10. Informing and clarifying joint-owners about notifications targeting the condominium

The condominium administrator should keep residents informed about decisions made in assemblies, ongoing activities in the condominium and about information relevant to the community. This can be done through appropriate communications, bulletins, newsletters or other means of communication.

In this type of communication, the administrator must ensure that he presents periodic reports on the condominium’s finances, works carried out and other activities performed.

It is important that the condominium administrator maintains the trust of its owners, in order to ensure good management of the community and the challenges that may arise. By masterfully understanding and fulfilling the 10 essential duties, the condominium administrator will be able to ensure the proper functioning, harmony and quality of life of the residents.

Through organization, professionalism, transparent communication and responsible decision-making, the administrator can contribute to building a safe, pleasant and prosperous community for all residents.

Onderwerpen
Mercado Imobiliário Comprar Casa em Portugal Inquilinos Portugal Gestão Condominios Dividas Condomínio Despesas Finanças Proprietários
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