Appointing the First Condominium Administrator and the Builder's Role

In newly built condominiums, day-to-day management often starts in the hands of the developer or seller, before an administrator is ever appointed. Here is how the handover works, which documents must be delivered, and how the first assembly runs.

When a newly built building starts filling with buyers, management of the common parts is not yet in the hands of a proper administrator. In the early phase it is often the developer, or the seller of the individual units, who handles the first practical tasks, from activating shared utilities to signing the initial maintenance contracts. Appointing the first condominium administrator marks the formal moment when management passes from the developer to the community of unit owners through the assembly. Understanding how this handover works avoids disputes and delays in the building's first months of life.

The phase before the appointment

As long as most units have not yet been sold, the developer often remains the sole or main owner and, in practice, manages the common parts without a condominium formally constituted with its own governing bodies. During this phase the developer may sign contracts for essential services, such as stairwell cleaning, elevator maintenance, or building insurance, and advance the related costs. This is a transitional stage, meant to end once the number of owners and the state of the sales make it necessary to formally constitute the condominium and call the first assembly.

When appointing an administrator becomes mandatory

Under the Italian Civil Code, appointing an administrator is mandatory once there are more than eight unit owners. Below that threshold, management can remain direct, meaning handled by the assembly without an administrator, but in practice even small condominiums often prefer to appoint one to simplify tax and accounting duties. The developer, or whoever provisionally manages the building on its behalf, has an interest in calling the first assembly as soon as sales reach a critical mass, precisely in order to formally transfer management and the related responsibilities.

Calling the first assembly

The first assembly can be called by the developer itself, as owner of the still unsold units, or by one of the owners who has already purchased. The agenda typically includes appointing the administrator, approving the condominium bylaws if already drafted, approving the unit value tables, and ratifying any expenses the developer advanced during the earlier phase. It is good practice for the notice of the assembly to clearly list these items, so owners arrive prepared and informed.

The developer's handover of documents

A delicate step concerns the handover of the building's technical and administrative documentation to the newly elected administrator. The developer should make available the documentation relating to the common systems, contracts already signed for condominium services, any invoices and advanced payments, and the technical documentation of the building useful for future maintenance management. An orderly handover reduces the risk of later disputes and lets the administrator start managing the building with full knowledge of its condition.

Unit value tables drawn up by the developer

In most cases, the unit value tables of a newly built condominium are drawn up by a technician appointed by the developer, based on the value of each individual unit. To become binding for splitting expenses, these tables must be approved by the assembly with the majority required by law. It is not unusual for owners, especially when they have doubts about the correctness of the values assigned to individual units, to request an independent technical review before giving final approval.

Bylaws drafted by the developer

It is often the developer itself that drafts an initial version of the condominium bylaws, sometimes already referenced in the deeds of sale of the individual units. Bylaws attached to and referenced by the deed can bind buyers even before formal assembly approval, particularly regarding clauses that limit how units may be used. Even so, the first assembly should review the text and discuss any changes before giving final approval according to the required majorities.

Expenses advanced by the developer

In the period before the administrator is appointed, the developer may have paid expenses on behalf of the future condominium, for example for provisional maintenance of the systems or for shared utilities. These amounts must be carefully documented and submitted to the first assembly for ratification, which decides whether and how to reimburse them, according to the applicable allocation criteria. Clear accounting of this transitional phase avoids disputes both among the owners and between them and the developer.

Appointing an administrator is mandatory when there are more than eight unit owners.
The first assembly also approves the unit value tables and bylaws drafted by the developer.
The developer must hand over the building's technical and administrative documentation.
Expenses advanced by the developer must be documented and ratified by the assembly.

Starting management with software

For an administrator taking on a condominium that has just been constituted, having a digital tool from day one to organize the owner registry, unit value tables, and documentation received from the developer greatly simplifies the start of management. AmministraPro lets you upload the unit value tables, owner registry, and received documents into a single searchable archive, and share a clear picture of the situation with owners from the very first assembly. You can see how it works on the features page or compare plans on the pricing page.