In every apartment building someone has to pay the bills, issue the common expenses and make sure shared installations work properly. That person is the building manager (diacheiristis). It can be one of the owners or a professional, but the duties are largely the same. Here is what the role involves and what anyone taking it on should watch out for.
How the manager is appointed
The manager is elected by the general assembly of owners, for the term set out in the building regulations. In many buildings the regulations provide for rotating management, with each owner taking a turn. The assembly can also hand management to a professional or company for a fee.
The manager’s main duties
- Issuing common expenses: collecting the month’s expenses and splitting them between apartments using per-mille shares.
- Collections and payments: collecting common expenses and paying bills, contractors and suppliers.
- Record keeping: keeping receipts, recording income and expenses, payment history per apartment.
- Maintenance: arranging regular maintenance of the lift, boiler and common areas.
- Calling meetings: inviting owners when a decision is needed and carrying out decisions.
- Representation: dealing with utilities, contractors and third parties on behalf of the building.
- Accounts: presenting the financial records at the end of the term or every year.
Responsibilities and limits
The manager handles other people’s money. They must keep complete, verifiable records and must not commit to expenses that require an assembly decision. Regular operating expenses are usually within the manager’s remit, while major or one-off works, such as replacing the boiler or insulating the roof, usually need an assembly decision. The exact limits are set by the regulations.
Good practice: a separate bank account for the building. That way the building’s money is never mixed with the manager’s own, and every transaction can be checked.
Self-management or a professional manager?
| Self-management (an owner) | Professional manager | |
|---|---|---|
| Cost | Free or a small allowance | Monthly fee per apartment |
| Time | Requires personal time every month | No burden on owners |
| Experience | Depends on the person | Knows the procedures and contractors |
| Transparency | Depends on the tools used | Usually standardised statements |
| Best for | Small buildings with active owners | Large buildings or buildings with many open issues |
Many small and medium-sized buildings choose self-management with the help of an app, keeping costs low without giving up transparency.
Handing over management
When the manager changes, the handover should be organised. The outgoing manager hands over:
- The cash balance and reserve fund, with bank statements.
- A statement of arrears per apartment.
- Receipts and statements for at least the last year.
- Maintenance contracts and contractor contact details.
- Open items: unpaid bills, works in progress, assembly decisions not yet carried out.
How BeeManager helps the manager
Most of a manager’s time goes into calculating and sending common expenses. With BeeManager the split is automatic and every resident receives a detailed PDF statement, so the manager can focus on running the building instead of spreadsheets. See how common expenses are calculated or our plans.