our services & approach

At the centre of the team managing a property asset or portfolio is an experienced property manager. They act as the primary interface with the owner and occupier. They are also responsible for leading and managing their team of specialist colleagues and partners who provide a vast array of related services.

Success comes from the collaboration of motivated and dedicated people, good policies, procedures and technology and most importantly a common purpose – to deliver and maintain for our clients and their customers efficient, compliant and sustainable property assets.

MEES Legislation Our team keeps clients up-to-date with legislative changes to ensure their properties meet the relevant standards. Upon instruction we carry out an EPC audit to highlight any sub-standard properties and work with the client to bring them to the necessary level.

PPM Management Working with a number of trusted third-party Building Surveyors, we produce Planned Preventative Maintenance (PPM) schedules to phase necessary repairs over a number of years. This approach allows for the necessary financial planning to be put in place and reduces the risk of unexpected major failures.

Data Management We work with clients and their other advisors to ensure every property and tenancy has a full data set to remove uncertainties and thereby increase the realisable value. Lease documents, the Health & Safety file, O&M files and M&E reports all form part of the document set we hold for all properties, ready to share on request in an easily downloadable format.

Client Reporting In accordance with individual client needs, our team report regularly to all our clients on the performance of their properties. Reports can be generic or bespoke and focus on the key aspects of the client’s investment strategy. Our team are encouraged to meet clients on a regular basis to ensure they are abreast of all management and financial matters.

BSIT Platform We work with our BSIT team to ensure that we continue to operate on market leading systems and are using them to maximum efficiency. For further details click here.

On-site team Management Our team works with clients to ensure any site staff employed via the service charge are of the highest calibre. Through effective staff management we strive to make sure that all staff are properly motivated and, as the face of the site, represent both Lee Baron and our clients in the best possible light.

Vacant Property Security We work with several trusted contractors so that all vacant properties are protected to the highest standard, ensuring they are kept in the best possible condition ahead of a new occupation. Our contractors offer a range of service including weekly Vacant Property Inspections (VPIs), live-in guardians, K9 security units and a range of tech solutions including CCTV towers, motion alarms and remote cameras.

Property Insurance Working with a trusted third-party Insurance Broker we handle all aspects of property insurance for clients including market testing, placement, claims management and tenant billing. Our team also instructs Building Surveyors to carry out a Reinstalment Cost Assessment (RCA) at regular intervals to ensure that each property we manage is insured for the appropriate value.

Mobilisation Our team works with property developers to so that from the moment of instruction, everything is in place to ensure a smooth handover and management commencement. This includes budgeting at an early stage, understanding the common part maintenance requirements, the asset list and running appropriate tender exercises for contractor placement.

Energy Management Working with key partners we aim to provide a full energy management service to our clients which includes supply procurement, capacity reviews and consumption analysis. Our team works to understand the energy needs of a property to consider routes to reduce expenditure, increase efficiency and assist clients on their journey to Net Zero.

Business Rates Our team advise clients on anticipated Business Rates and Council Tax liability to ensure accurate financial forecasting. We also work with key partners to offer clients mitigation programmes to reduce the liability.

TUPE When purchasing properties with staff employed under the service charge, TUPE legislation is likely to apply. Our team work together with our HR department to properly consider the implications for all potentially affected staff and advise the client on any implications.

Capital Markets Advisory Often in conjunction with specialist boutique investment houses, we provide advice for purchase and disposal.

Capital Projects Management Our team work swith clients and trusted third party Building Surveyors to manage significant expenditure projects carried out as both Capital Expenditure and Service Charge recoverable projects.

Property Inspections Our clients benefit from regular property inspections at least every six months, carried out by our team of qualified surveyors. These inspections serve to identify any repairing issues, changes of tenancy, breaches of covenant and include local market updates.

Lease Advisory Our in-house team provide advice to a range of clients on lease renewals, rent reviews and lease regears. Our service also includes expert witness work in respect of rent disputes. This service is offered both as part of a wider management remit and as a stand-alone service.

Legal Structures Utilising experience gained on many complex instructions, our team provides advice to clients at the development stage on how to structure estates. leases and occupations to maximise site efficiency and compliance.

Procurement Our in-house facilities team works with specialist external consultants to procure the various commodities and services for properties under our management e.g., gas and electrify suppliers and M&E and cleaning services.

ESG Initiatives We work with several partners to recommend initiatives to improve a property’s ESG credentials. Switching from brown to green power, energy consumption surveys, EV charging point installation and the movement away from gas are all examples. As to social value, our team endeavours to partner locally and strategically e.g., the services of ex-Gurkha guards to secure our clients’ long term vacant properties. For further details click here.

Communal Management Our surveyors work to ensure accurate apportionments, void management, financial forecasting and client/tenant reporting, supported by our FMs who focus on contractor management, contract tendering, repairs and maintenance and statutory compliance.

Asset Management Whether supporting an appointed third-party Asset Manager or in our Property & Asset Management role, our Surveyors are on hand to assist with asset management and value-add initiatives. From improving the lease profile of a property to refurbishing dilapidated lettable areas our team utilise their experience to increase rental income and capital value for our clients.

Licenses & Applications Our surveyors provide advice on license applications received from tenants, including for alteration, assignment and subletting. Working in conjunction with clients and their solicitors we aim to process license applications in accordance with RICS guidelines. For further details click here.

Facilities Management Our team of in-house Site and Regional FMs work with our Surveyors to ensure all necessary contractors are appointed and works carried out to a high standard. From simple one-off ad-hoc repair work to complex multi-asset annual M&E contracts, our FMs works to ensure maximum compliance, efficiency and value for money with minimal disruption, wastage and unexpected expenditure for both clients and tenants.

24/7 Assistance For properties with Lee Baron managed common services, we provide a 24/7 helpdesk to ensure tenants always have access to support in the event of an emergency or breakdown. The helpdesk passes on out-of-hours requests to the relevant contractors and are authorised to instruct emergency works.

Sales and Lettings Our in-house team provides agency advice to several clients, which includes sales, acquisitions and lettings. This service is offered both as part of a wider management remit and stand-alone.

Collaborative Brand Vision Our team works side-by-side with clients to develop and implement a brand vision that reflects their aspirations. Together, we establish a clear direction and identity for the property that resonates with current and prospective customers. Together, we create a distinct and cohesive brand that ensures that the property stands out in a competitive market, attracts the right target audience and fosters loyalty among occupiers. This strong, collaborative brand identity supports premium pricing strategies, enhances market positioning and aligns all management efforts toward long-term success.

Lifestyle Consulting We provide expert lifestyle consulting services that tailor the living experience to meet the unique needs and preferences of residents. Our team conducts in-depth research and engages with occupiers to understand their lifestyle choices, allowing us to deliver customised services and amenities that enhance satisfaction and engagement. This personalised approach creates a more attractive living environment, encourages customer retention and positions a property as a desirable place to be.

Resident / Occupier Engagement Our team focuses on resident and occupier engagement by building strong relationships and fostering a sense of community within a property. Through regular communication, feedback mechanisms and community-building activities, we actively engage occupiers to address their concerns, enhance their satisfaction and create a welcoming atmosphere. High levels of customer engagement lead to reduced turnover rates, increased renewal rates and a stronger sense of belonging, directly benefiting a property’s reputation and stability.

Events We specialise in organising and hosting events that bring occupiers together and foster a sense of community. Our team plans and executes a variety of events, from social gatherings and workshops to fitness classes and cultural activities, creating opportunities for customers to connect and form lasting relationships. These events enhance a property’s vibrancy and appeal, helping to increase customer satisfaction, drive occupier retention and attract new customers.

Activation Our team will lead the activation of communal spaces, transforming them into lively and attractive areas that encourage customer interaction and engagement. By strategically programming and designing these spaces, we bring energy and vibrancy to a property, maximising its use and appeal. Effective activation enhances the living experience, attracts prospective customers and fosters a stronger sense of community – ultimately contributing to higher occupancy rates and customer satisfaction.

Creative Collaborations We drive creative collaborations with local artists, enterprises and cultural institutions to bring unique and engaging experiences to a property. Our team co-ordinates partnerships to enhance a property’s cultural appeal and create a distinct, memorable environment. These collaborations—from art installations to pop-up shops—enrich the community atmosphere, attract diverse occupiers and add both cultural and social value to the property, boosting its reputation and market appeal.

Placemaking Our team excels in placemaking, transforming properties into vibrant, functional environments that foster a sense of community and belonging. By designing and managing spaces that encourage social interaction and enhance the quality of life for occupiers, we help create properties that are more than just places to live—they become true destinations. This approach not only increases property value but also boosts resident satisfaction and retention, contributing to long-term success.

Social Value We are committed to creating social value by implementing socially responsible practices that positively impact the local community. Our team develops and executes initiatives such as sustainable building management, community outreach programs and support for local businesses. These efforts enhance a property’s reputation, attract like-minded occupiers and foster a sense of pride and connection among customers, supporting higher retention rates and occupancy.

Consultancy and Design From architecture and interior design to services and amenities. We prioritise the customer experience.

Commercialisation We leverage our expertise in commercialisation to unlock additional revenue streams for a property. Our team identifies and implements opportunities to monetise property assets and amenities, such as paid access to premium facilities, event hosting and leasing space for commercial purposes like retail pop-ups and co-working spaces. These strategies not only increase revenue but also enhance a property’s appeal and functionality, making it a more dynamic and attractive place for residents and other occupiers.

Client Accounting Services All of our accounting service is done in house, from receivables to payables, credit control and reporting (with the exception of independent audit work) – this is all carried out by our employees. Either within our own systems or using clients’ own accounting/management systems – we have team members with experience of a number of the leading property and accounting systems.

Cash Management All our dedicated Client Bank Accounts are held on Trust to ensure that your funds are protected. These are held with a leading UK bank. Our Bank Accounts are reconciled multiple times per month to provide confidence and ensure accuracy. As members of RICS & The Property Institute, are Bank processes and procedures are regularly audited as part of our membership requirements.

Actual v Budget and Performance Reporting We produce monthly, quarterly or half year Actual V Budget reports to Balance Sheet with supporting schedules (as you would expect at Year End). This ensures that there are no unexpected surprises at year end. Using these reports allows all parties to be aware and put in place suitable action plans in the event of large overspends or unexpected expenditure.

Year End Service Charge Accounts We work in conjunction with several independent auditors and accountants to ensure the annual Service Charge Accounts are completed in line with RICS and/or The Property Institute guidelines. All reports are produced to Balance Sheet with clear and transparent supporting schedules irrespective of whether the properties concerned are residential, commercial or mixed-use.

Company Secretarial Services We work with several independent accountancy firms to assist our clients (where required) with their company secretarial requirements and statutory reporting requirements.

Cash Flow Reporting & Management We produce monthly and quarterly Cashflow & Management reporting as required, ensuring that all parties have a clear understanding of the financial position at all times.

VAT Reporting We are able to either electronically file VAT returns to HMRC on behalf of our clients. Alternatively, we can provide the relevant reports and supporting information to enable clients or their advisors to submit.

Credit Control We have a team of inhouse credit control specialists who work closely with a number of national debt recovery experts and solicitors to ensure that any arrears are recovered as efficiently and professionally as possible.

Rent Collection We recognise the importance of Rent collection to our clients. As such, we have a strict Invoice issue, reminders and credit control process to ensure Rent is collected and remitted to owners as quickly as possible.

Over the past 2 years, we have averaged 80% collection on the due date, increasing to 88% within 7 days and 95% within 14 days. Rents collected are remitted to owners within 3 days of receipt.

Deposits & the Deposit Protection Scheme (DPS) Scheme All commercial or non-residential deposits are held in dedicated interest-bearing accounts separately from other property funds. We are also registered with the DPS Scheme in respect of residential deposits, providing added protection and management for tenants in the event of disputes.

Investor/Bank & Bespoke Reporting Through our inhouse team and reporting tools and systems, we are able to offer our clients bespoke reporting services (subject to review and agreement). Those requirements may be driven by lender, investor, overseas requirements or simply a non-standard reporting desire.

Building Safety Act Providing project based and wholesale advice and management of all BSA matters. We are experience d in managing safety cases, preparing Resident Engagement Strategies and Mandatory Occurrence Reporting. All our work is guided by Level 6 qualified leadership demonstrating PAS 8673 competencies.

Health & Safety Auditing buildings to review and understand general H&S risk and prepare remedial plans. Partnerships with external H&S advisors and assessors are in place to provide independent periodic reviews and oversight.

GDPR We are compliant with all GDPR legislation including in the guidance of our managed sites.

Fire Safety Act Expertise in the management of, and compliance with, all FSA matters. This includes support in delivering compliant signage, preparation of plans, registration with fire service, and preparation and issuing of Resident Information Guides.

Statutory Compliance Setting PPM and compliance frameworks, monitoring of all document compliance dates and actions, reviewing and rectification of risks.

Asbestos Management Co-ordination of asbestos assessment and implementation of management plans.

Disaster Recovery Planning Preparation and delivery of bespoke Disaster Recovery Plans, to be embedded within site-specific operating procedures.

Governance A full suite of embedded corporate policies and procedures, in adherence to ISO 9001, ISO 45001, RICS, and TPI requirements. Review, curation and roll out of site-specific operating procedures.

Training Preparation of bespoke training programmes for all staff. Combined delivery by means of internal training, and external programmes and courses via our partnership companies.

Accidents & Incidents Full in-house investigation and management plans, to pick up on all A&I’s, including near misses. Forms part of the internal corporate review programme to ensure that lessons learnt are understood and made known to the wider company.

Complaints Handling Fully compliant complaints handling management for both consumer and B2B. Part of the internal corporate review programme to ensure that lessons learnt are understood and shared.

Contractor Onboarding Full onboarding programme for contractors and suppliers utilising an external specialist partner, but including our T&C’s and Code of Conduct.

our services & approach