Functions of the property administrator in a community of owners' association

In the day-to-day running of a homeowners' association, legal obligations, technical needs, financial management and, of course, the inevitable disagreements between neighbours are intertwined. In the midst of this chessboard of disparate pieces, the property manager assumes the role of orchestra conductor. His or her work, often invisible, maintains order, guarantees the building's operability and preserves coexistence, even when tensions threaten to break down.

It is not just about paying invoices or sending out invitations to tender. The true dimension of their functions ranges from drafting budgets to interpreting legal norms, from coordinating repairs to mediating in lingering conflicts. In communities such as those in Alicante, where the diversity of owners is high and the properties often have demanding communal areas, the role of the administrator is simply irreplaceable.

What is the role of the administrator in a community?

The administrator acts as an integral manager. Their work combines technical, economic, legal and organisational tasks. According to the Horizontal Property Law, this role can be performed by an owner, but it is most common -and advisable- for it to be a professional with specific training and proven experience in property management.

Their presence ensures that the agreements adopted at the meeting are properly implemented, that the accounts are up to date and that community services function normally. In essence, it translates neighbourhood governance into concrete and sustainable actions.

Main functions of the property administrator

• Maintenance of the buildingThe building manager: supervises the general condition of the building and coordinates the necessary repairs, from small breakdowns to major refurbishment works.
• Economic managementThe following are the main functions of the bank: budgeting, monitoring expenditure, issuing receipts, settling accounts and presenting annual balance sheets.
• Legal adviceinterprets applicable legislation, provides information on legislative changes and ensures compliance with EU statutes.
• Convening of meetingsorganises and documents neighbourhood meetings, drafts minutes and implements the agreements adopted.
• Procurement of servicesNegotiates with suppliers, formalises contracts and ensures the quality of the services provided.
• Management of non-paymentsThe bank detects delinquencies, initiates payment demands and, if necessary, initiates legal proceedings.

Why is it important to have a professional administrator?

A community without professional management is exposed to accounting errors, poorly managed conflicts, unlawful decisions and a progressive loss of value of the property. The administrator does not only carry out tasks; he provides judgement, rigour and prevention. Thanks to their technical and legal knowledge, they can anticipate problems before they break out and propose solutions adapted to the reality of the property.

In urban environments such as Alicante, where the complexity of the facilities and the diversity of the neighbourhood require constant attention, delegating these functions to a professional avoids unnecessary tensions and guarantees internal balance.

Can an administrator be dispensed with?

Legally, yes. The community can opt for self-management, provided that one of the owners takes over the functions. However, this is rarely effective in the long term. The obligations are many, the deadlines strict and conflicts frequent. Moreover, the risk of mistakes - and legal liabilities - is high.

Having a professional administrator means assuming a cost, yes, but it translates into peace of mind, legal certainty and operational efficiency. It is not an expense: it is an investment in stability and order.

Keys to choosing a good property administrator

A competent administrator must have a combination of technical knowledge, communication skills and a vocation for service. Membership, experience and transparency are minimum requirements. But it is also essential that he or she is involved, knows the neighbours and is accessible, quick to respond and clear in his or her reports.

In short, the good administrator not only manages: he leads without imposing, resolves without confrontation and takes care of the community as if it were his own.