Condominium Association Management Berlin
Management for condominium owners’ associations in Berlin.
Management for condominium owners’ associations (WEG) from 20 units: owners’ meeting, business plan and annual accounts, owners’ contributions, maintenance reserve, maintenance and implementation of resolutions. Smaller associations on request.
For these associations.
In a condominium owners’ association the client is not a single owner but the association itself. The manager is appointed by resolution, implements the resolutions and accounts to the association every year. This calls for bookkeeping that every owner can follow and meetings that lead to decisions.
Associations from 20 units
Divided pre-war, post-war and new buildings in Berlin with 20 or more apartments. Smaller associations on request, where location and workload fit.
Residential and commercial units
Associations with shops, medical practices or offices on the ground floor. Cost allocation according to the declaration of division (Teilungserklärung) and the resolutions, with commercial and residential units traceable separately.
Owners who let their apartments
Associations in which many apartments are rented out. The annual accounts are structured so that letting owners can derive their service-charge statement (Betriebskostenabrechnung) from them.
Associations changing their manager
Associations whose manager has been removed or whose contract is expiring. We take over records, accounts and ongoing proceedings on the takeover date.
Services
What we take over for the association.
The manager’s duties follow from the German Condominium Act (Wohnungseigentumsgesetz, WEG), the declaration of division and the resolutions of the association. This is how we carry them out.
Owners’ meeting
Invitation with agenda and draft resolutions, holding and chairing the owners’ meeting (Eigentümerversammlung), minutes and continuation of the collection of resolutions (§ 24 Abs. 7 WEG).
Business plan and annual accounts
Business plan (Wirtschaftsplan) with the advance contributions per unit, annual accounts (Jahresabrechnung) with individual statements and the statement of assets (§ 28 WEG), traceable from receipts and bank statements.
Owners’ contributions and reminders
Collection of the advance contributions (Hausgeld), monitoring of incoming payments, reminders in case of arrears and preparation of legal steps following a resolution of the association.
Maintenance reserve
Building up an appropriate maintenance reserve (Erhaltungsrücklage, § 19 Abs. 2 Nr. 4 WEG), kept separately from the current account and used only for measures the association has resolved.
Maintenance and repairs
Inspections, maintenance contracts and inspection deadlines, small repairs through our contractors; for larger measures a comparison of quotes, a draft resolution, commissioning and acceptance.
Advisory board
Regular coordination with the advisory board (Verwaltungsbeirat, § 29 WEG), review of receipts before the meeting, joint preparation of the agenda and the business plan.
Insurance
Review of the association’s building and liability insurance, reporting of claims, settlement with insurer and contractors, payout to the association.
Implementing resolutions and change of owners
Commissioning and following up resolved measures, maintaining the list of owners; when an apartment is sold, apportioning the contributions as of the transfer date and bringing the new owner on board.
Change of manager
Changing the manager of an owners’ association.
Unlike in rental management, the decision is not taken by a single owner but by the owners’ meeting. In return, the change is clearly regulated by law: appointment and removal are made by resolution, and the contract with the previous manager does not continue indefinitely after the removal.
Resolution of the association
In the owners’ meeting the owners resolve to remove the previous manager and appoint the new one (§ 26 WEG). Removal is possible at any time.
End of the contract
The contract with the previous manager ends no later than six months after the removal (§ 26 Abs. 3 WEG). We set the takeover date together with the advisory board.
Records
Declaration of division, collection of resolutions, minutes, annual accounts, business plans, contracts, insurance policies and building records: we request them with a deadline and check them for completeness.
Accounts
The association’s current account and reserve account belong to the association. Authority over the accounts passes to us on the takeover date; direct debits and standing payments are switched.
Takeover date
Owners, service providers and utilities are informed. We take over open matters and ongoing proceedings with a handover protocol.
Before the meeting that votes on the change, we introduce ourselves to the advisory board and present our quote and a draft of the management contract. This allows the association to resolve removal, appointment and contract in a single meeting.
Our offer for advisory boards
Meeting-ready change of manager.
Quote within 5 working days of receiving your documents. For associations with 20 or more units in Berlin.
Your association can remove its manager at any time. By resolution, without cause. The old management contract ends no later than six months afterwards.
What you get
Our quote in the format of a comparison quote, with term, fee and services on the first page, suitable for sending out with the invitation. In addition, model resolutions for the appointment, the management contract and the removal without cause under § 26 Abs. 3 WEG, and our handover plan. On request we introduce ourselves at the owners’ meeting, in person or by video, if the association allows this.
The model resolutions are templates and do not review your individual case. Whether there is good cause or a claim against the previous manager is for the association’s lawyer to clarify.
Good to know
For a new appointment, the meeting usually needs several quotes, which are sent out with the invitation. Your advisory board obtains them; ours is one of them. The invitation and agenda are sent by the current manager. If the change is not on the agenda, more than a quarter of the owners can request it in text form (§ 24 Abs. 2 WEG).
Our commitments in the management contract
In the first year your association can also end the contract with us at the end of any quarter.
No takeover flat fee, and no fee for setup or data transfer either.
These commitments apply once the association has resolved to adopt our management contract.
The owners’ meeting decides by resolution. After our appointment we take over the handover from the previous manager.
Your documents for the quote
Declaration of division (Teilungserklärung), overall accounts and business plan without individual statements, latest minutes, number of units.
Fees
Fixed price per unit and month.
For the quote we look at the declaration of division, the overall accounts, the business plan and the latest minutes; we agree an inspection of the building with the advisory board. The association then receives a fixed price per unit and month for day-to-day management. It depends on the number of units, the share of commercial units, the condition of the building and of the records.
Services that do not arise every year are billed by time. The rates are stated in the management contract, which the association adopts by resolution.
Included in the fixed price
Day-to-day commercial and technical management
One ordinary owners’ meeting per year with minutes
Business plan, annual accounts and statement of assets
Collection of contributions, reminders and management of the reserve
Coordination with the advisory board
Billed by time
Extraordinary owners’ meetings
Support for larger maintenance measures and modernisation
Court proceedings of the association
Articles
From our management practice.
Our articles are published in German.
Was kostet eine Hausverwaltung? Kostenmodelle, Preisfaktoren und Vertrag
Wie Hausverwaltungen abrechnen, was in der Grundvergütung steckt und was extra kostet, wovon der Preis abhängt, worauf Sie im Verwaltervertrag achten und ob Verwaltungskosten auf Mieter umgelegt werden dürfen.
Heizungsrecht, CO2-Preis und Wärmeplan: Was Portfolioeigentümer 2026 wissen müssen
Das Gebäudemodernisierungsgesetz hat das bisherige Heizungsgesetz abgelöst, der CO2-Preis soll 2027 stabil bleiben, und Berlin hat seinen Wärmeplan beschlossen. Was gilt, was geplant ist und welche Schritte sich jetzt lohnen.
Verwalterwechsel bei größeren Beständen: Was vorher geklärt sein muss
Die meisten Eigentümer wechseln zu spät, weil eine Kündigungsfrist verstrichen ist, die niemand im Kalender hatte. Wie ein Wechsel bei Portfolios ab 100 Einheiten geplant wird, welche Unterlagen der Altverwalter herausgeben muss und wo Übernahmen scheitern.
Frequently asked questions
From what size do you take on the management of an owners’ association?
From 20 units. Smaller associations on request, where location and workload fit. We clarify this in the first conversation.
How does an owners’ association change its manager?
By resolution in the owners’ meeting: removal of the previous manager and appointment of the new one (§ 26 WEG). Removal is possible at any time; the management contract ends no later than six months after the removal (§ 26 Abs. 3 WEG). We provide model resolutions for the appointment, the management contract and the removal, and our handover plan; we take over the handover after our appointment. The process of a change is also described at Switching property managers.
How do you work with the advisory board?
The advisory board (§ 29 WEG) is our first point of contact between meetings. It reviews the annual accounts and the business plan with access to the receipts before they are presented to the meeting, and coordinates the agenda and larger measures with us.
When are the annual accounts available?
We prepare the annual accounts after the end of the financial year so that, after review by the advisory board, they can be adopted at the ordinary owners’ meeting. Owners who let their apartments need them for their service-charge statements to tenants; we take this into account when scheduling.
How often is an owners’ meeting held?
At least once a year as the ordinary meeting with annual accounts, business plan and discharge of the manager. We convene extraordinary meetings when a decision cannot wait until the next ordinary meeting, for example in the case of major damage.
How can owners reach you?
By phone Monday to Friday from 9 am to 5 pm on +49 30 467 268 110, by e-mail to info@hepa-hausverwaltung.de or at our office at Kantstraße 154a, Berlin-Charlottenburg. Advisory board and owners speak directly with the managing directors. We reply to enquiries via the form within one working day.
Request a quote.
Briefly state the number of units, the location and the status of the current management contract. We reply within one working day.
You speak directly with the managing directors:
Yetkin and Erkin Hepaydinli
A rented multi-family building rather than an owners’ association?
For multi-family buildings from 20 units we take on the rental management, see Property Management for Multi-Family Buildings.