Executive Assistant

Sphere Rocket VA US; Philippines; On-site; PHP 350,000 - 520,000; Full time

Job summary

Sphere Rocket VA US is seeking an experienced Virtual Assistant to provide administrative back-end support within a real estate-focused environment. You will manage CRM records in BoldTrail, coordinate with acquisition and disposition teams, and support BPO accounting workflows using SkySlope.

Strong communication skills and proficiency with Google Workspace are essential. The role emphasizes data integrity across platforms, proactive follow-ups, and routine inbox management.

Qualifications

• Experience delivering executive administrative or back-end operational support in a corporate setting or as a virtual assistant (Required)
• Prior exposure to real estate operations, especially wholesaling or on-/off-market workflows (Highly Preferred)
• Hands-on experience managing CRM databases, with BoldTrail preferred
• High proficiency with Google Workspace, Microsoft 365, and AI productivity tools
• Familiarity with SkySlope, Deal Engine, BPO accounting, or regional MLS platforms like NTREIS is a plus
• Excellent written and verbal English communication; comfortable with follow-up calls

Responsibilities

• Database & Deal Engine Management: maintain buyer, seller, and wholesaler contacts; collect missing deal details and follow up
• CRM Administration (BoldTrail): log records, communications, and notes; ensure data consistency
• Pipeline Tracking & Auditing: monitor timelines; audit deals for active/sold status via BoldTrail campaigns and outreach
• Team & Transaction Coordination: align with acquisition/disposition teams; assist with BPO workflows and SkySlope records
• Executive Support & Communications: manage multiple inboxes; organize Google Workspace files; participate in weekly team meetings

Skills

Administrative back-end support

Real estate ops

BoldTrail CRM

Google Workspace

AI tools

SkySlope

Phone/communication

Tools

BoldTrail

SkySlope

Deal Engine

NTREIS

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