HOW TO BECOME A CONDOMINIUM ADMINISTRATOR

Wanting to become a condominium administrator can be a great career opportunity. The sector is interesting even if it involves numerous duties.

It is an important figure in the management of real estate. And his work is regulated by some laws that cannot be compromised

But do you really know what kind of work it is? What, in reality, are its tasks? What problems do you have to solve?

It sounds like a no brainer, but this type of assignment is vital for the quiet life of all those who live in an apartment building.

In fact, such administrators are the arm and the mind – the masterful executive body – of the condominium.

 

WHO IS THE CONDOMINIUM ADMINISTRATOR

The condominium administrator is the one who holds all those functions within a condominium and is responsible for administering and managing the assets in common between the condominiums.

He is therefore a figure who enjoys great responsibility. Especially in the cases of one or more particularly large condominiums or with large families to manage.

Before the entry into force of law no. 220/2012 – the so-called reform of the condominium – there was no requirement of any kind to assume the role of condominium administrator.

Aside from guaranteeing professionalism and a relevant self-denial to work, anyone could aspire to this position.

But, with the advent of decree no. 145/2013, action was taken on the matter so that the Ministry of Justice would issue a regulation dealing with the training aspect of this figure.

The regulatory act in question is the ministerial decree n. 140/2014. An act that determines the criteria and methods for the training of condominium administrators.

In addition to regulating their courses, both the basic ones and the refresher ones. Let’s see the most important.

WHAT THE CONDOMINIUM ADMINISTRATOR DOES

We take normal administration into consideration, without evaluating the extras that may arise.

It generally deals with:

  • management of the common parts of the building
  • vigilance on integrity and maintenance
  • provision of expenses for the maintenance of common services
  • compliance with the regulations indicated in the condominium regulations

 

BASIC REQUIREMENTS TO BECOME A CONDOMINIUM ADMINISTRATOR

As already mentioned, before the entry into force of the aforementioned laws, anyone – elected by a majority of the condominiums – could become a condominium administrator.

That is, it did not have to have any particular requirements. Such as, for example, the educational qualification or the registration in some professional register.

Evolution, as we know, inevitably leads to change.

Precisely for this reason, to date, to secure this type of assignment, a certain amount of basic requirements must be met. First of all, civil rights must be enjoyed.

And you must not be incapacitated to fill the role or have convictions against yourself.

But that’s not all: this was only for the bureaucratic part.

Let’s see now how it must guarantee its professionalism.

The law requires that whoever wants to take on the responsibilities that the role entails be in possession of a secondary school diploma.

And has attended a training course that prepares him for the position of condominium administrator.

Furthermore, after having covered the administrative role, he must follow refresher courses to always guarantee his own impeccability.

In fact, it must be equipped with technical skills to be able to cope with all the tasks and problems that may arise in a condominium.

Especially with regard to the work to be carried out on commonly used systems.

 

BECOMING CONDOMINIUM ADMINISTRATOR: THE CHARACTERIAL REQUIREMENTS

In addition to having a professional background, an aspiring condominium administrator must also – and perhaps above all – satisfy character requirements.

More for the person in charge himself than for the condominiums themselves.

Having a good character in line with the task at hand makes everything easier and prevents the newcomer from thinking about it within a few weeks. Not to mention a few days, or worse, hours.

But what kind of characteristics must a condominium administrator have? First of all he must have good interpersonal skills.

It must therefore be able to communicate easily with its condominiums.

And knowing how to deal with them, in order to preserve the harmony of all cohabitants.

He must also have excellent organizational and management skills.

That is, in order to be able to coordinate your work well and not get lost in a glass of water at the first difficulty.

Any problem must be resolved promptly.

Don’t think it’s simple. Problems between condominiums tend to pop up like mushrooms.

But that’s not all. A good condominium administrator must also enjoy a great deal of patience and rationality.

In addition to being equipped with excellent problem solving skills.

Knowing how to cope with condominium problems can really make a difference in this area. And it will decide the success or failure of the assignment.

The condominiums, you know, get hot for a trifle and during the condominium assemblies heavy words can fly.

The skill that must never be lacking in those who choose to do this type of work is mediation.

Knowing how to reconcile souls and calm them is of vital importance to perfectly carry out such a task.

Attention, knowing how to mediate and reach points of agreement with people is by no means an inherent ability in every person. Nor does it mean indulging all the wishes of your condominiums.

COURSES TO BECOME A CONDOMINIUM ADMINISTRATOR

But how do you become a condominium administrator?

To date, to fill the position it is necessary to attend a training course lasting at least seventy-two hours.

The training courses are organized by anyone who respects the indications contained in the ministerial decree. The course must professionally prepare the “students”.

The trainers are often professional figures of a certain depth and with a preparation regarding the condominium “art”; an example could be lawyers, magistrates and engineers.

The course, therefore, provides all the knowledge regarding the various problems.

Like those that have to do with common spaces (a must in condominium meetings), administrative knowledge.

Along with developing managerial and technical-legal skills, learning how to keep accounts.

And take care of the safety of the buildings taken in charge and of urban planning regulations.

This type of course is often organized by associations such as UNAI (National Union of Property Managers) and ANAMMI (National-European Association of Property Managers).

The course – which can also be followed electronically – ends with an exam that every aspiring condominium administrator must take.

Once passed, a certificate is issued that allows registration in the register of condominium administrators and that’s it. It is in effect the administrators!

A REGISTER OF VITAL IMPORTANCE

It is in fact a tool that allows you to check if your condominium administrators are up to date with periodic updates.

And that they actually possess the right qualifications to carry out this task.

But be careful, in order to continue to carry out your work it is necessary to follow periodic refresher courses of at least fifteen hours.

Otherwise the condominium mandate will be canceled and the administrator will lose his position.

Continuous updating is good. Yes, because it allows you to always have a thorough knowledge of the regulations in force on civil liability.

And on the various aspects of property rights (such as the thorny question of borders, another must on which condominiums tend to rage) and in the insurance and urban planning fields.

Keep in mind that, in order to exercise this office, it is mandatory to activate a VAT number and pay contributions to INPS.

Unless you belong to institutions such as colleges or professional associations.

In addition, it is also advisable to take out insurance for your profession, it could be useful in case of emergency.

 

HOW THE ELECTION WORKS TO BECOME A CONDOMINIUM ADMINISTRATOR

As already mentioned above, the figure of the condominium administrator is not a small job.

Try thinking about condominium meetings. Often and willingly they turn into real rings where the condominiums – perhaps already tired from the day – bring out the worst of them. And they pour all their frustrations into the assembly.

But the condominium meeting is not just a battlefield, it can also be the scene of interesting ideas and serious and mature discussions.

In any case, however, a mediator is always needed to bring order and solve the problems of those present.

For this reason, the condominium administrator is a figure of vital importance within condominium relations.

He is appointed through a vote of the assembly of condominiums.

It is the majority of the latter who have the last word.

This type of appointment is mandatory for condominiums with more than eight condominiums, i.e. with more than eight different owners.

Please note: if the builder of the building or the seller appoints a condominium administrator, this appointment is absolutely not valid.

Even if it was included in the deed of purchase. The actual appointment of a condominium administrator is always and in any case bound to the choice of condominiums.

INTERNAL OR EXTERNAL ADMIN?

The person in charge could be internal – that is, he is part of the inhabitants of the building – or external.

Who, in fact, does not live in the complex of condominiums but who is committed to his work with competence and passion.

It tends to be easier to become an internal administrator than an external one.

In fact, for an inhabitant of the building in question it is enough to be in possession of the requisites of responsibility and integrity.

In other words, it is not necessary to have a secondary school diploma or to attend any type of training course.

At the same time, however, an administrator of this type must carefully evaluate the workload he is facing.

Yes, because in this case, it would not be a professional. Conversely, an external administrator has more requirements to meet.

Such as the diploma and the certificate of the training course. The latter is also required to attend refresher courses, unlike an internal administrator.

In any case – whether internal or external – the appointment of an administrator must always be approved by the majority of the condominiums attending the meeting.

THE TIME OF ACCEPTANCE: WHAT SHOULD YOU DO TO BECOME A CONDOMINIUM ADMINISTRATOR?

The condominium administrator, accepting the task must, first of all:

  • communicate personal and professional data.
  • Indicate where the condominium registers will be kept and at what times they can be consulted.
  • Put his personal details and contact details, including telephone numbers, in the place of access to the condominium (in case of emergencies).
  • Associate your tax code with that of the building you are in charge of, at the Revenue Agency.
  • Turn over the condominium utilities.
  • Perform the handover with the previous administrator.
  • Go to the branch to open the condominium current account or to deposit your signature (if the account already exists).

THE OBLIGATIONS OF THE ADMINISTRATOR

The tasks of a condominium administrator are many and full of responsibility.

Generally, he must guarantee the perfect functioning and use of the common parts of the building. Like the stairs, the courtyards, the elevator and so on.

The person in charge must also draw up, modify and – above all – ensure that the condominium regulations are respected.

It must collect the condominium fees necessary for all those activities – ordinary or extraordinary – of maintenance for the functioning of the common parts.

Starting with expenses related to doormen, gardeners, cleaning companies and maintenance of common facilities.

The administrator is also required to convene the condominium assembly at least once a year.

It serves above all to know the problems and needs of all condominiums.

In addition to always keeping the register of meeting minutes at hand.

In addition, he must also keep the accounting register, in which all the income and expenses of the management of the building are noted in clear and legible handwriting. Mandatory in chronological order.

True, it may seem like too much of a burden for one person alone.

That is why, the administrator can choose to delegate some of his duties to professionals, always remaining the holder of the assignment.

The office of the condominium administrator typically has three macro-groups of duties. In fact, he has responsibilities: civil, criminal and administrative.

This means that the condominium administrator must always keep in mind to act with caution and in compliance with the law.

And respond criminally in first person, as well as protecting the proper functioning of the building taken over.

The administrator is personally liable for all consequences that arise from his actions. “From great powers comes great responsibilities”, words were never more appropriate.

BECOMING CONDOMINIUM ADMINISTRATOR: EXPENSES AND EARNINGS

The initial expenses to become a condominium administrator are generally not particularly expensive.

But it is still good to understand what figures we are talking about. These figures can give you a hypothetical estimate of the expense required to start approaching this type of assignment.

First of all, let’s examine the training course that an aspiring – external – administrator is required to attend.

Professional courses of this type, which provide all the basic technical knowledge, range from a minimum of 800 to a maximum of 1,000 / 1,200 euros.

Once the course has been completed and the exam has been successfully taken, membership in one of the administrators’ associations can cost between 100 and 200 euros per year.

Furthermore, to guarantee a certain seriousness, it will be necessary to purchase management software in which to report data such as, for example, condominium accounting.

These types of programs – widely used especially in companies – can cost between 400 and 500 euros.

From expenses we move on to earnings. Jobs like this generally don’t have a fixed salary.

But the issue varies based on the type of work the administrator does.

For example, managing two apartments certainly cannot be the same as providing for the needs and problems of twelve condominiums.

Both in terms of time and effort required. Hence, it is really difficult to be able to estimate the actual compensation that a building manager can earn.

The salary, however, is around 100/200 euros per month for a medium-sized condominium.

Here the advice is a must.

If you want to earn more, you should think about managing as many condominiums as possible, always taking into account the need to guarantee a job done to the maximum of your abilities.

 

REVOCATION OF THE APPOINTMENT

In addition to resignation, the assignment can also be revoked. For example, the administrator ceases to be such when:

  • there are well-founded suspicions of non-compliance with condominium obligations, irregularities and facts that denote a certain incorrectness on the part of the person in charge.
  • In the event of failure to report on their management to those responsible.
  • If the administrator has not notified the assembly of important measures and news. In this case, he is also obliged to pay compensation for the damage caused by him.
  • With the revocation part of the condominium assembly.
  • If the revocation comes from the competent judicial authority, it then leads to the instantaneous appointment of another administrator, perhaps more professional and serious than the previous one.

For the sake of symmetry, I remind you that the revocation can take place in the same way as the appointment of the administrator.

That is, through the majority of those present at the condominium assembly.

The revocation – alas – at times, can also take place for no apparent reason.

 

EXAMPLES OF CONTRACT REVOCATION

Let’s consider some examples.

The revocation of the condominium administrator contract occurs when:

  • there is the refusal to call the assembly for the dismissal and the appointment of a new director.
  • Scams perpetrated against the condominium are disclosed.
  • Failure to call the assembly to approve the condominium report.
  • There is a management considered unprofessional, which can often generate confusion and discontent among the condominiums.
  • The administrator in office does not perform his duties or faults in judicial and administrative measures in the management of the condominium.

 

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