Executive Assistant - Real Estate & CRM Ops

Sphere Rocket VA US; Philippines; Remote; PHP 201,000 - 312,000; Full time

Job summary

Sphere Rocket VA US is seeking an organized Virtual Assistant to support our real estate operations. You will maintain deal intake forms, follow up with buyers, sellers, and wholesalers, and log communications in BoldTrail to keep data consistent.

Responsibilities include tracking timelines, auditing deals, coordinating with acquisition and disposition teams, managing multiple email inboxes, and using Google Workspace, Microsoft 365, SkySlope, and Deal Engine to streamline processes.

Qualifications

• Excellent written and verbal English communication abilities with comfort making follow-up phone calls
• Proven experience in executive administrative or back-end operational support in a corporate setup or as a Virtual Assistant
• Hands-on experience managing CRM databases, with BoldTrail preferred
• High proficiency in Google Workspace, Microsoft 365, and AI productivity platforms
• Familiarity with SkySlope, Deal Engine, BPO accounting, or regional MLS platforms such as NTREIS

Responsibilities

• Maintain buyer, seller, and wholesaler contacts in the Deal Engine; collect missing deal details to complete intake forms and perform routine follow-ups
• Log contact records, communications, and notes in BoldTrail; ensure data consistency across CRM platforms and the Deal Engine database
• Track property timelines; audit 14-day-old deals to confirm active/sold status via automated BoldTrail email/text campaigns and direct phone outreach
• Daily alignment with acquisition and disposition teams; assist with BPO accounting workflows and create BPO transaction records in SkySlope
• Manage and organize six email inboxes; maintain Google Workspace file systems; participate in weekly technical/team meetings via Google Chat or WhatsApp
• Direct hands-on experience managing CRM databases, with BoldTrail as a strong preference

Skills

Communication skills

Administrative support

Real estate operations

Executive assistance

Phone outreach

Tools

BoldTrail

Google Workspace

Microsoft 365

AI productivity tools

SkySlope

Deal Engine

NTREIS

Job description

Sphere Rocket VA US is seeking an organized Virtual Assistant to support our real estate operations. You will maintain deal intake forms, follow up with buyers, sellers, and wholesalers, and log communications in BoldTrail to keep data consistent.

Responsibilities include tracking timelines, auditing deals, coordinating with acquisition and disposition teams, managing multiple email inboxes, and using Google Workspace, Microsoft 365, SkySlope, and Deal Engine to streamline processes.