The tasks of the property manager

The duties of the property manager are generally derived from the WEG, the respective declaration of division and the concluded management contract.

Below you will get an insight into our field of activity.

Special tasks of the administrator

The administrator must do everything that is necessary for proper administration within the scope of his dutiful discretion, in particular:

1. To request, receive and pay the housing charges (house charges).
2. To ensure the implementation of the measures adopted by the Community.
3. To conclude, terminate or amend maintenance contracts/service contracts in agreement with the management advisory board.
4. To initiate the measures required for the proper maintenance and repair of the common property, to obtain several cost estimates if necessary and to coordinate the scope of the measures with the management advisory board. To award the corresponding contracts, monitor them and approve them in consultation with the Management Advisory Board.
5. To place orders for urgent and necessary repairs, even without the prior consent of the condominium owners/advisory board, in the amount of XXX euros in individual cases. Amounts in excess of this require the approval of the community of owners.
6. To take out and check the customary local insurance policies in sufficient amounts, in particular insurance against fire, storm, water and liability damage, and to transfer the premiums to the Community. 
7. To ensure compliance with the house rules.
8. The minutes of the owners’ meeting must be sent to all condominium owners within two weeks of the meeting date.
9. To carry out at least one annual inspection of the property to be managed and to draw up a report of defects. The minutes must be sent to the advisory board no later than the following month. Further checks are carried out as required, e.g. after storms or renovations.
10. To grant the management advisory board the right to inspect the accounting documents and community files outside of the annual accounts and to provide the management advisory board with information on all community matters.
11. To make copies of important community documents available to the management advisory board free of charge.
12. Provide the management advisory board with evidence of the investment funds for maintenance at the end of each financial year.

Accounting tasks of the administrator

The house allowance (housing allowance) is the contribution of each condominium owner to the costs of the entire residential complex (common property) and to the individual condominiums. The house rent is essentially made up of the following individual items:

1. Management costs
   The operating costs of the common property, in particular for irrigation and drainage, waste disposal, insurance premiums, street cleaning, electricity, caretaking, maintenance of green areas, minor repairs, etc., apportioned according to the binding distribution key specified in the declaration of division or other agreement/resolution of the condominium owners.

2. Heating costs
   According to the specified and binding distribution key.

3. Contributions to the maintenance reserve
   For the common property, apportioned according to the planned and binding apportionment key. These funds are invested at an interest-bearing rate in consultation with the management advisory board/owners’ association.

4. Administrator’s fee
   To be distributed among the apartment/part owners according to residential units/garage units, unless the declaration of division provides for a different distribution key.

5. Financial year
   The financial year is the calendar year.

6. Determining the amount of the residential charges
   The administrator determines the amount of the residential charges each year in the form of a business plan. The Management Advisory Board submits its comments on the new business plan or indicates its approval. Acceptance of the submitted business plan by the owners’ meeting obliges the condominium owners to pay the house rent resulting from the business plan.

7. Payments to the joint account
   A SEPA mandate (formerly direct debit) can be issued to the administrator for payments to the joint account (third-party account).

8. Calculation of residential encumbrances after the end of the financial year
   After the end of the financial year, the administrator must submit a residential encumbrance calculation to the management advisory board for review, together with the supporting documents relating to the residential encumbrance calculation.

9. Settlement of residential charges
   The settlement of the residential charges paid for the individual owners must be carried out by the administrator and sent to the owners together with the invitation to the meeting.

10. Convening the owners’ meeting
    The administrator shall convene the owners’ meeting with the power to adopt resolutions in accordance with sections 23-25 WEG no later than within the second quarter of the year following the accounting period.

11. Settlement of deficits
    Deficits resulting from the annual statement of accounts must be settled by the condominium owners within one month. Credit balances will be offset against the next housing benefit payment or transferred to the administration office.

12. Collection of residential charges in arrears
    The administrator is entitled and authorized to enforce residential charges in arrears out of court, if necessary in court, with the assistance of a lawyer. The involvement of a lawyer is agreed with the advisory board.