Within most Communities, the day-to –day running is often carried out by a professional administrator as the work load is just far too much for the President to cope with alone – one person acting voluntarily would not be able to achieve the high level of control and organisation required in keeping a Community running smoothly, all year round, faced with many eventualities and often in many different languages, depending on the nationality of the individual owners.
As well as managing the efficient running of the community’s common elements (such as gardens, pools, walkways etc) they also carry out any other functions as agreed at the Annual General Meetings (AGMs). For example, it may have been agreed at the AGM that major repair works be carried out within the Community. The Administrator would have already obtained quotes for the works prior to the AGM so that it could be properly approved by the owners. Following the AGM approval, they would then instruct the chosen provider and oversee that the works are correctly carried out and completed.
They usually prepare a budget of estimated expenses for the coming year and present this at the AGM for the members’ approval, who must vote to accept it or not.
They are the best people to prepare these reports as they will have experience and ‘’hands on’’ knowledge of the expenditure which is likely to be incurred during the coming year enabling them to make accurate predictions.
Some administrators, like us, would also use the opportunity of budget preparation to renegotiate contracts or invite tenders for new ones to obtain optimum deals on behalf of the Community and these savings would then be reflected in the budget.
They must keep the records of the community and makes sure that the minutes are properly written up, often acting as Secretary as well for the Community.
All requests and needs of the owners will be directed primarily to the Administrator, so it is important that they are kept up to date with owners personal contact details to allow them to communicate any issues to the necessary people involved.
The Administrator will be re-appointed annually at the AGM if approved by those present.
The administrator must also keep proper accounting records of the community and have them at the disposal of the owners should it be necessary.
As well as calculating the quotas payable by each owner, as approved at the AGM, they will be responsible for collecting these amounts and also following up and collecting by whichever means necessary any unpaid amounts, ensuring that bad debts are kept to a minimum and that all owners are taking on their individual responsibilities in keeping the Community running smoothly.