Administrator Responsibilities

Living in a community brings numerous advantages, but managing the common areas of a building can become a complex challenge. Whether it's an elected neighbor or a specialized company, the administrator's role is fundamental to the harmony and valuation of the building. But do you know what the law actually says about these responsibilities? In this article, we explain the mandatory responsibilities of a building administrator in light of the Civil Code and the most recent updates (Law No. 8/2022).

1. Administrative and Document Management

Among their main tasks in this area, the following stand out:

• Convening the Assembly: Organize the mandatory annual meeting and extraordinary meetings.

• Drafting Minutes: Drafting and keeping minutes of meetings, ensuring that decisions are properly recorded.

• Document Storage: Keep all documents related to the building (projects, contracts, insurance, etc.) organized and accessible.

2. Financial and Budgetary Management

Financial transparency is the cornerstone of good governance. It is the responsibility of the administrator to:

• Budget preparation: Prepare a forecast of revenue and expenses for the following year.

• Collection of Fees: Ensuring that all owners pay their share of the budget.

• Accountability: Submit an annual report detailing expenditures and available balance.

• Common Reserve Fund: Verify and ensure the existence of this fund (legally required).

3. Building Maintenance and Security

Looking after the property is one of the most visible functions:

• Maintenance: Carry out necessary repairs and upkeep of common property (stairs, elevators, roof, etc.).

• Mandatory Insurance: Verify the existence of fire insurance and propose an update to the insured capital to the assembly.

• Safety Rules: Publicize and enforce the building's safety regulations.

4. Representation and Regulation

• Legal Representation: To represent the owners as a whole before administrative authorities or in court.

• Regulation Enforcement: Enforce compliance with the building regulation.

• Issuance of the Statement of Charges: Since 2022, it has been mandatory for the administrator to issue a statement of charges (within 10 days of the request) as part of the real estate selling process.

Why opt for professional management? The tasks are extensive and the responsibility is high. A mistake in debt management or maintenance can result in serious losses for all owners. Choosing a building management company ensures that all these deadlines and legal obligations are rigorously met, freeing owners from conflicts and bureaucracy.

Need help managing your building with peace of mind? At Petal Condomínios, we handle all the legal, financial, and technical aspects of your building. Contact us for a free quote.