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The condominium administrator is the central figure in the running of any building held under horizontal property in Portugal. The administrator calls the general meeting, prepares the budget, collects the service charges, carries out what the owners decide and keeps the building’s records. These duties are set out in article 1436 of the Portuguese Civil Code, as amended by Law 8/2022. In this guide we explain what the role involves, the deadlines the law imposes, who can take on the job and what happens when nobody wants it.
In short
- Every condominium must have an administrator, elected by the general meeting or appointed by a court.
- Until someone is elected, the owner with the largest permillage holds the role on a provisional basis.
- The term of office is, as a rule, one year, renewable; the role can be held by an owner or by a third party.
- Unchallenged decisions must be carried out within 15 working days; a statement of debts must be issued within 10 days.
- Extraordinary repairs and improvements require at least three quotes from different suppliers.
- An administrator who fails in these duties is liable for the damage caused.
What does a condominium administrator do?
The administrator is the person who turns decisions on paper into work done in the building. The general meeting decides; the administrator executes. In practice, the job covers four areas: money, maintenance, meetings and information.
On the financial side, the administrator prepares the annual budget, collects contributions, pays the common expenses and presents the accounts. On maintenance, the administrator looks after the common parts, hires the services the building needs and makes sure the compulsory inspections, such as lifts and gas, are carried out. The administrator is also the owners’ first point of contact: answering questions, dealing with disputes between neighbours and keeping everyone informed.
The full list of duties is in article 1436 of the Civil Code. The general meeting can add other tasks, but it cannot remove the ones the law imposes.
Duties under article 1436
Grouped by topic, these are the main duties of a condominium administrator in Portugal.
| Area | Duty | Deadline or rule |
|---|---|---|
| General meeting | Call the meeting and prepare the budget | At least once a year |
| Decisions | Carry out unchallenged decisions | 15 working days |
| Money | Collect contributions and pay common expenses | As approved by the meeting |
| Arrears | Take legal action for debts equal to or above the IAS | 90 days |
| Reserve fund | Check that the common reserve fund exists | At least 10% of each contribution |
| Statement of debts | Issue it when an owner asks | 10 days |
| Works | Present quotes for extraordinary works | At least three quotes |
| Information | Tell owners about lawsuits and their progress | At least every six months |
Meetings and budget
The administrator calls the general meeting, prepares the budget of income and expenditure for each year and presents the accounts. Decisions that have not been challenged must be carried out within 15 working days, or within the period set by the meeting, unless there is a properly justified impossibility.
«i) Executar as deliberações da assembleia que não tenham sido objeto de impugnação, no prazo máximo de 15 dias úteis, ou no prazo que por aquela for fixado, salvo nos casos de impossibilidade devidamente fundamentada;» — Civil Code, article 1436(1)(i), as amended by Law 8/2022
In plain English: once a decision is final, the administrator has fifteen working days to act on it.
The building’s money
The administrator collects income and pays the common expenses, and must demand from each owner their share of the approved costs, with legal interest and any penalties the meeting has approved. When an owner’s debt is equal to or greater than the IAS, the social support index (€537.13 in 2026, under Ordinance 480-A/2025/1), the administrator must start court proceedings within 90 days of the first missed payment, unless the meeting decides otherwise (article 6 of Decree-Law 268/94). See our guide to debts to the condominium.
The administrator must also check that the common reserve fund exists and issue, within 10 days, the statement of charges and debts that an owner requests, for example to sell a flat.
The building and the common parts
The administrator must check that fire insurance is in place and propose the insured amount to the meeting. Other duties include protecting the owners’ rights over the common parts, regulating their use and presenting at least three quotes from different suppliers for extraordinary repairs or improvements, unless the building’s rules or the meeting say otherwise. In an emergency, the administrator may act straight away, but must then call an extraordinary meeting to ratify what was done. Our article on types of works in condominiums explains the different categories.
Representation and information
The administrator represents the condominium before public authorities and in court. Owners must be told in writing or by email whenever the condominium is served with a lawsuit or notice, and must receive an update on each case at least every six months. The administrator also ensures that the building’s rules and the law are complied with, and keeps all the condominium’s documents.
Liability of the administrator
An administrator who fails to carry out these duties, other duties set by law or the decisions of the meeting is liable for the damage caused, without prejudice to any criminal liability (article 1436(3)). A typical example is letting service charges become time-barred because nobody chased them in time. For owners, this rule matters: it gives them a legal basis to demand results, not just good intentions.
Who can be administrator, and for how long
The administrator is elected by the general meeting and can be one of the owners or a third party, such as a property management company. The role can be paid.
«4 – O cargo de administrador é remunerável e tanto pode ser desempenhado por um dos condóminos como por terceiro; o período de funções é, salvo disposição em contrário, de um ano, renovável.» — Civil Code, article 1435(4)
In other words: the term is one year, renewable, unless the meeting decides otherwise. The meeting can dismiss the administrator at any time, and a court can do so at an owner’s request if irregularities or negligence are proven. If you are not satisfied with the current management, read unhappy with your administrator: 7 measures you can take.
Is an administrator compulsory?
Yes. Every building under horizontal property must have an administrator. The general meeting elects one; if it does not, any owner may ask the court to appoint one.
Until an administrator is elected or appointed, the role falls, on a provisional basis, to the owner whose units represent the largest share of the building’s value, that is, the largest permillage. The exception is when another owner has volunteered for the role and informed the others. If two owners are in the same position, the role goes to the one whose unit comes first in alphabetical order in the land register (article 1435-A of the Civil Code). Our guide to permillage explains how this share is calculated.
Can an owner refuse the role?
The law does not oblige an elected owner to accept the role. The exception is the provisional administrator: while nobody is elected or appointed, the owner with the largest permillage must take on the duties. That is why, when no one volunteers, the most common solution is to hire an external administrator.
If you are elected and do not want the role, say so at the meeting and ask for your refusal to be recorded in the minutes. This avoids misunderstandings later. Our guide on how to write meeting minutes shows what the minutes should include.
How to check your administrator is doing the job
You do not need to be a lawyer to check whether the administrator is meeting the legal minimum. Ask these questions:
- Was the meeting called at least once this year, with the budget and the accounts?
- Were last year’s decisions carried out, and within what time?
- Is there a reserve fund in a bank account in the condominium’s name?
- Is the fire insurance in force, and for what amount?
- What is being done about arrears, and has court action started where the debt exceeds the IAS?
- Where are the documents kept, and can any owner see them?
If the answers are vague, put the matter on the agenda of the next meeting.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. We carry out more than 35 inspections a day and hold the DECO PROteste seal for the third year running. Every building’s bank account is in the condominium’s name, and our plans start at €6.50 per unit per month. If nobody in your building has the time or the wish to take on the role, an external administrator can keep the deadlines under control and the documents available to every owner.
Condominium administrator: frequently asked questions
Is a condominium administrator compulsory in Portugal?
Yes. If the meeting does not elect one and no court appoints one, the owner with the largest permillage holds the role on a provisional basis.
How long is an administrator's term of office?
As a rule, one year, renewable. The general meeting can dismiss the administrator at any time.
How quickly must the administrator issue a statement of debts to sell a flat?
Within 10 days of the owner’s request.
Can the administrator carry out works without the meeting's approval?
Only in an emergency, and an extraordinary meeting must then be called to ratify the decision. For extraordinary works or improvements, at least three quotes are required.
Can an owner refuse to be administrator?
Yes, an elected owner may decline. But while there is no administrator, the owner with the largest permillage must take on the role provisionally.
Is the administrator liable for mistakes?
Yes. An administrator who fails to carry out legal duties or the meeting’s decisions is liable for the damage caused (article 1436(3) of the Civil Code).
This article is for information only and does not replace legal advice on your specific case. Legislation checked on 26 October 2026.
