on Google
Better condominium management does not happen by chance. It takes organisation, transparency and, above all, strict compliance with legal and financial duties. When life between neighbours depends on how well the building is run, knowing what to look for, and what to demand, from an administrator becomes essential. In this guide we explain the duties Portuguese law imposes, the good practice that makes a difference and what to do, step by step, if your building’s management is not delivering.
In short
- The administrator’s duties are in article 1436 of the Civil Code: meetings, budget, accounts, insurance, reserve fund, recovery of charges and documents.
- Decisions that have not been challenged must be carried out within 15 working days.
- The condominium does not issue official fines: it applies financial penalties, up to a quarter of the unit’s annual taxable income.
- Owners holding 25% of the building’s value can call an extraordinary meeting.
- The administrator is elected and dismissed by the meeting; in cases of irregularities or negligence, any owner can ask a court to remove them.
The administrator's main responsibilities
Good management depends above all on a competent, well-informed administrator able to carry out a wide range of tasks. The role today goes well beyond bookkeeping: it requires legal knowledge, careful organisation and clear communication with every owner. See the role of the condominium administrator in detail.
Careful record-keeping
The administrator keeps all the condominium’s documents: contracts, minutes, budgets, insurance policies, notices and so on. Good organisation is essential for future reference, checks and any disputes. Our guide to condominium documents lists what the archive must include.
Legal and regulatory compliance
The administrator must make sure the regulations and the law are respected by everyone. This includes enforcing the regulations and collecting the financial penalties they or the meeting set, up to the legal limit of a quarter of the unit’s annual taxable income (article 1434 of the Civil Code), and keeping up with changes in the law.
Protecting the condominium’s interests
When needed, the administrator defends the condominium’s rights using the legal tools available. In disputes with owners, neighbours or suppliers, the administrator is the community’s formal representative.
Upkeep of the common parts
The administrator must ensure the common areas are properly used and maintained, from the lift to the garden, the garage and the roof, and must present quotes for maintenance, repair or improvement works when needed.
Budget and finances
The administrator prepares the annual budget, manages the common fund and makes sure approved expenses are carried out transparently. They also issue statements of debt, track arrears and keep clear accounts.
Communication with owners
Owners need regular updates on matters that affect them: ongoing court cases, planned works or changes to the regulations. This can be done by email, an online portal or a formal notice.
Calling and running meetings
The administrator calls the ordinary and extraordinary meetings, makes sure they are properly run, carries out the decisions taken and prepares and circulates the minutes. See how to write meeting minutes.
Good practice that makes a difference
- Simpler meeting notices. A digital platform can schedule meetings, send notices and track confirmations in one place, which reduces communication failures and improves turnout.
- Remote and early voting, with documents. Letting owners see the documents and vote in advance raises the quorum and makes the meeting more efficient. See online meetings in condominiums.
- Sound financial planning. Tools to prepare budgets, forecast expenses and track arrears make it easier to report and avoid surprises.
- A network of suppliers for quick repairs. Reliable suppliers available for faults or urgent works reduce downtime and owners’ frustration.
Unhappy with your administrator: what to do
When trust breaks down, it is important to act responsibly and with knowledge of the rules. See also 7 measures you can take if you are unhappy with your administrator.
1. Direct, documented communication
Before taking formal steps, set out your concerns in writing, by email or registered letter. Identify the problems clearly, explain how serious they are and suggest improvements. This shows good faith and may solve the problem without conflict.
2. A meeting to discuss it
If there is no response or improvement, owners representing at least 25% of the building’s value can call an extraordinary meeting (article 1431(2)). Dismissing the administrator and electing a new one follow the general rule: a majority of the votes representing the building’s value, unless a special rule applies (article 1432(5)). Read about majorities at general meetings.
«1. O administrador é eleito e exonerado pela assembleia. (…) 3. O administrador pode ser exonerado pelo tribunal, a requerimento de qualquer condómino, quando se mostre que praticou irregularidades ou agiu com negligência no exercício das suas funções.» — Civil Code, article 1435
In plain English: the meeting elects and dismisses the administrator, and any owner can ask a court to remove one who has committed irregularities or acted negligently. The administrator stays in office until a successor is elected or appointed (paragraph 5).
3. Legal action in serious cases
In the most serious cases, such as misappropriation of funds, deliberate mismanagement or fraud, owners can go to court to hold the administrator civilly or criminally liable. Bank statements, photographs of the state of the building and minutes are crucial evidence.
4. The Complaints Book
If the administrator is a company whose establishment or service is covered, you can use the physical or electronic Complaints Book.
Checklist: does your management meet the legal minimum?
| Duty | Legal basis |
|---|---|
| Annual meeting for accounts and budget | Art. 1431(1) Civil Code |
| Fire insurance checked | Art. 1436(1)(c) |
| Common reserve fund in place | Art. 1436(1)(e) |
| Decisions carried out within 15 working days | Art. 1436(1)(i) |
| Three quotes for extraordinary works or improvements | Art. 1436(2) |
| Owners informed about court cases | Art. 1436(1)(o) and (p) |
Many problems with management start as disputes between neighbours. Our article on settling disputes with neighbours explains how to resolve them before they reach court.
Choosing well
If you decide to change administrator, ask for a written contract with clear services and price, and for access to the accounts and documents. Compare proposals at the meeting. Before electing or replacing an administrator, check their experience and confirm there is a clear management plan for the building. A building that knows what to expect from its administrator is a building that is protected.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals, and holds the DECO PROteste seal for the third year running. Every building’s bank account is in the condominium’s name, we carry out more than 35 inspections a day, around 700 a month, and our plans start at €6.50 per unit per month.
Better condominium management: frequently asked questions
What does good condominium management require?
Organised finances, compliance with the law, effective communication with owners, conflict management, regular meetings and proper upkeep of the common areas.
Who can be a condominium administrator?
Any owner can be elected, or the meeting can hire a specialist company. Either way, they must meet the duties set out in the Civil Code.
Is it compulsory to hire a company to manage the condominium?
No. What is compulsory is having an administrator; whether it is an owner or a company is for the meeting to decide.
How is an administrator replaced?
At a general meeting, by a majority of the votes representing the building’s value, unless a special rule applies. In cases of irregularities or negligence, any owner can ask a court to remove them (article 1435(3)).
Can the condominium fine an owner?
It can apply financial penalties set in the regulations or approved by the meeting. The annual total cannot exceed a quarter of the unit’s annual taxable income (article 1434 of the Civil Code).
Where are the rules on condominium management?
In articles 1414 to 1438-A of the Civil Code and in Decree-Law 268/94. The administrator’s duties are in article 1436.
This article is for information only and does not replace legal advice on your specific case. Legislation checked on 26 October 2026.
