Executive Assistant

Sphere Rocket VA US; Metro Manila; On-site; PHP 167,000 - 391,000; Full time

Job summary

Sphere Rocket VA US is seeking an experienced administrative back-end support professional to manage CRM and deal workflows for real estate operations. The role involves maintaining contacts, logging communications, and ensuring data integrity across BoldTrail and the Deal Engine.

You will track pipeline timelines, audit deals, and support acquisition/disposition teams with BPO accounting tasks in SkySlope.

Qualifications

• Administrative back-end or executive support experience in a corporate setting or as a VA is required.
• Experience in real estate operations, especially wholesaling and transaction workflows, is highly preferred.
• Direct hands-on experience managing BoldTrail CRM databases is preferred.
• Strong skills with Google Workspace, Microsoft 365, and AI productivity platforms.
• Familiarity with SkySlope, Deal Engine, BPO accounting, or MLS platforms is a plus.
• Excellent written and verbal English communication with follow-up phone call comfort.

Responsibilities

• Database and Deal Engine management: maintain contacts and complete intake forms with follow-ups.
• CRM administration in BoldTrail: log records, ensure data consistency across platforms.
• Pipeline tracking and auditing of deals with automated campaigns and outreach.
• Team coordination and BPO accounting workflows; create BPO records in SkySlope.
• Executive support: manage multiple inboxes, organize Google Workspace files, participate in weekly meetings.

Skills

Administrative support

Real estate ops

BoldTrail CRM

Google Workspace

Microsoft 365

AI tools

SkySlope

Deal Engine

BPO accounting

Communication

Tools

BoldTrail

SkySlope

Deal Engine

NTREIS

Google Workspace

Microsoft 365

Job description

Database & Deal Engine Management: Maintain buyer, seller, and wholesaler contacts in the Deal Engine; collect missing deal details to complete intake forms and perform routine contact follow-ups.

CRM Administration (BoldTrail): Log contact records, communications, and notes in BoldTrail; ensure data consistency across CRM platforms and the Deal Engine database.

Pipeline Tracking & Stalled Deal Auditing: Track property timelines; audit 14-day-old deals to confirm active/sold status via automated BoldTrail email/text campaigns and direct phone outreach.

Team & Transaction Coordination: Daily alignment with acquisition and disposition teams; assist with Broker Price Opinion (BPO) accounting workflows and create BPO transaction records in SkySlope.

Executive Support & Communications: Manage and organize six email inboxes; maintain Google Workspace file systems; participate in weekly technical/team meetings via Google Chat or WhatsApp.

Key Responsibilities

• Database & Deal Engine Management: Maintain buyer, seller, and wholesaler contacts in the Deal Engine; collect missing deal details to complete intake forms and perform routine contact follow-ups.
• CRM Administration (BoldTrail): Log contact records, communications, and notes in BoldTrail; ensure data consistency across CRM platforms and the Deal Engine database.
• Pipeline Tracking & Stalled Deal Auditing: Track property timelines; audit 14-day-old deals to confirm active/sold status via automated BoldTrail email/text campaigns and direct phone outreach.
• Team & Transaction Coordination: Daily alignment with acquisition and disposition teams; assist with Broker Price Opinion (BPO) accounting workflows and create BPO transaction records in SkySlope.
• Executive Support & Communications: Manage and organize six email inboxes; maintain Google Workspace file systems; participate in weekly technical/team meetings via Google Chat or WhatsApp.

Required Experience & Proficiency

• Administrative Back-End Support: Proven experience in executive administrative or back-end operational support in a corporate setup or as a Virtual Assistant (Required).
• Real Estate & Wholesaling Context: Prior experience in real estate operations, specifically wholesaling and on-market/off-market transaction workflows (Highly Preferred).
• CRM Systems (BoldTrail): Direct hands-on experience managing CRM databases, with specific preference for BoldTrail.
• Software & AI Proficiency: High proficiency in Google Workspace, Microsoft 365, and AI productivity platforms.
• Industry Tools & Platforms: Familiarity with SkySlope, Deal Engine, BPO accounting, or regional MLS platforms (such as NTREIS) is a strong plus.
• Communication Skills: Excellent written and verbal English communication abilities with comfort making follow-up phone calls.