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Condominiums rely on administrators to manage common areas, such as paying bills and hiring necessary services. If an agreement cannot be reached on the choice of an administrator, legal action can be taken, and the court will then appoint and administrator. The condominium administrator can be elected and dismissed by the condominium assembly. However, this option is rare because you can always opt for rotating administration or hiring a company.
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Among others, administrator responsibilities include:
- Keep all condominium documents
- Ensure compliance with condominium regulations and legislation
- Safeguard the rights of the condominium, always using legal mechanisms
- Oversee the use and conservation of common parts and associated services
- Prepare the condominium’s annual budget and manage finances
- Represent the condominium before courts and administrative authorities
- Issue debt statements for condominium owners when requested
- Regularly inform condominium owners about ongoing legal issues
- Convene condominium assemblies and carry out their deliberations
- Present budgets for conservation or innovation works when necessary
- Demand payment of approved expenses and verify the existence of fire insurance
- Publicize the building’s safety rules
How can I better manage a condominium?
Managing a condominium can be challenging due to the numerous responsibilities involved. To ensure satisfactory performance, we recommend using the Condoroo application, which offers:
- A simplified and quicker way to arrange meetings
- The option to vote in advance, having access to all documents that lead to this decision-making
- Assists in making intelligent financial plans for the management of condominiums
- A support network of experts to carry out quick maintenance
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I am dissatisfied with my administrator: What should I do?
When a condominium owner is dissatisfied with the administrator and has well-founded reasons, the first step is to directly communicate their concerns, indicating what is unsatisfactory and suggesting improvements.
If this approach is unsuccessful, an extraordinary general meeting should be called to discuss the matter. During the meeting, steps can be taken to address the issues or to replace the administrator. The dismissal of the administrator requires a majority vote representing the building’s capital.
In serious cases, such as fraud or embezzlement, condominium owners can take legal action to hold the administrator civilly or criminally responsible. Evidence such as images of the condition of common areas or bank records is essential for conviction.
To file a complaint about a condominium management company, you can use the complaints book (you also have the option of an electronic complaints book). Additionally, you can appeal to IMPIC, which has developed a draft legal regime that establishes rules still in the legislative process.
When choosing a company, use platforms such as Portal da Queixa or APEGAC. These platforms are valuable for finding qualified condominium management companies and for gathering more information about a company’s reputation and performance.
Conclusion
To ensure effective condominium management, it is essential that administrators fulfill their responsibilities, including financial management and maintenance of common areas.
In cases of dissatisfaction with the administrator, it is important to communicate concerns directly and, if necessary, call a meeting to discuss corrective measures or replace the administrator. For serious issues, legal action may be pursued. Complaints against management companies can be filed through the complaints book. Using resources such as the Condoroo application for more efficient management can also be a useful strategy.
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